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INDIANA HEALTH COVERAGE PROGRAMS
PROVIDER REFERENCE MODULE
Claim Submission
and Processing
L I B R A R Y R E F E R E N C E N U M B E R : P R O M O D 0 0 0 0 4 P U B L I S H E D : D E C E M B E R 1 0 , 2 0 1 9 P O L I C I E S A N D P R O C E D U R E S A S O F J U L Y 1 , 2 0 1 9 V E R S I O N : 4 . 0
© Copyright 2019 DXC Technology Company. All rights reserved.
Library Reference Number: PROMOD00004 iii
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Revision History
Version Date Reason for Revisions Completed By
1.0 Policies and procedures as of
October 1, 2015
Published: February 25, 2016
New document FSSA and HPE
1.1 Policies and procedures as of
July 1, 2016
Published: December 15, 2016
Scheduled update FSSA and HPE
1.2 Policies and procedures as of
July 1, 2016
(CoreMMIS updates as of
February 13, 2017)
Published: May 23, 2017
CoreMMIS update FSSA and HPE
2.0 Policies and procedures as of
July 1, 2017
Published: January 23, 2018
Scheduled update: FSSA and DXC
3.0 Policies and procedures as of
April 1, 2018
Published: September 6, 2018
Scheduled update FSSA and DXC
4.0 Policies and procedures as of
July 1, 2019
Published: December 10, 2019
Scheduled update:
Reorganized and edited text as needed
for clarity
Updated links to the new IHCP website
Updated ADA 2006 references to ADA
2012
Updated 1-year timely filing limit to
180 days
Updated initial note box to match
standard wording in other modules
Added the Provider Healthcare Portal
Claims section and subsection
Added two subsections for claim notes:
Essure Sterilization and Community
Health Worker Name
Added information about diagnosis
codes on the dental claim in the
ICD Codes section
Updated Table 2 – Types of Modifiers
(including removing an outdated type)
and clarified the note after the table
Updated the Place-of-Service Codes
section to reflect that POS codes are
now required on all dental claims
(including paper submissions)
FSSA and DXC
Claim Submission and Processing Revision History
iv Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Version Date Reason for Revisions Completed By
Clarified inpatient stay definition in the
Admission and Duration Requirements
for Institutional Claims section
Removed the Revenue Code 513 –
Psychiatric Clinic section
Updated the list of codes in the Revenue
Code Linkages for Managed Care
Billing Only section
Updated information in fields 1, 15, and
77 in Table 4 – UB-04 Claim Form
Fields
Updated Figure 9 – UB-04 Claim Form
Added the Portal Institutional Claim
Submission Process section
Updated Table 5 – Types of Services
Billed on Professional Claims
Updated the National Provider
Identifiers for Professional Claims
section
Added the Portal Professional Claim
Submission Process section
Updated Table 8 – ADA 2012 Claim
Form Field Descriptions
Updated Figure 56 – ADA 2012 Dental
Claim Form
Added the Portal Dental Claim
Submission Process section
Updated the Reporting Other Insurance
Information on IHCP Claims section
Added ARC 45 to Table 9 – Valid
Adjustment Reason Codes for Denials
Removed the HIP Employer Link
Billing section
Clarified information in the Verifying
OPR Enrollment section
Updated Table 14 – Region Codes
Removed information not specific to
crossover claims in the Using the UB-04
Claim Form to Submit Claims That Did
Not Cross Over Automatically section
Library Reference Number: PROMOD00004 v
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Table of Contents
Section 1: Introduction to IHCP Claim Submission and Processing .......................................... 1 Fee-for-Service Billing for Carved-Out Services ....................................................................... 2 Paper Claim Forms..................................................................................................................... 2
Ordering Claim Forms ........................................................................................................ 2 Paper Claim Submission Guidelines ................................................................................... 3 Claim Submission Addresses .............................................................................................. 3 Provider Signatures ............................................................................................................. 3
Electronic Claims ....................................................................................................................... 4 837 Electronic Transactions ................................................................................................ 4 Provider Healthcare Portal Claims ...................................................................................... 5 Mailing Paper Attachments for Electronic Claims ........................................................... 10 Claim Notes ...................................................................................................................... 14
General Billing and Coding Information ................................................................................. 16 National Provider Identifier and One-to-One Match ........................................................ 16 Diagnosis and Procedure Coding Systems ........................................................................ 17 National Correct Coding Initiative .................................................................................... 18 Units of Service ................................................................................................................ 18 Modifiers ........................................................................................................................... 18 National Drug Codes......................................................................................................... 20 Place-of-Service Codes ..................................................................................................... 21 Date of Service Definition ................................................................................................ 21 Visit and Encounter Definitions ........................................................................................ 22 Calendar-Year Versus 12-Month Monitoring Cycle ......................................................... 22
Section 2: Institutional Claim Billing Instructions ..................................................................... 25 Types of Services Billed on Institutional Claims ..................................................................... 25 Admission and Duration Requirements for Institutional Claims ............................................. 26 Using Modifiers for Outpatient Hospital Billing ..................................................................... 26 Using ICD Procedure Codes for Inpatient Billing ................................................................... 26 Revenue Codes ......................................................................................................................... 27
Revenue Codes Not Reimbursable for Outpatient Billing ................................................ 27 Using Treatment Room Revenue Codes for Therapeutic and Diagnostic Injections ........ 27 Revenue Codes Linked with Specific Procedure Codes ................................................... 27
Guidelines for Completing the UB-04 Claim Form ................................................................. 29 UB-04 Claim Form – Field-by-Field Instructions............................................................. 29 Billing a Continuation Claim Using the UB-04 Claim Form ............................................ 41
Guidelines for Completing Institutional Claims Electronically ............................................... 41 Portal Institutional Claim Submission Process ................................................................. 42
Section 3: Professional Claim Billing Instructions ..................................................................... 57 Types of Services Billed on Professional Claims .................................................................... 57 Using Modifiers on Professional Claims ................................................................................. 59 Billing Guidance for Dates of Service ..................................................................................... 59 National Provider Identifiers for Professional Claims ............................................................. 59 Guidelines for Completing the CMS-1500 Claim Form........................................................... 60
CMS-1500 Claim Form – Field-by-Field Instructions ...................................................... 60 Guidelines for Completing Professional Claims Electronically ............................................... 67
Portal Professional Claim Submission Process ................................................................. 67
Section 4: Dental Claim Billing Instructions............................................................................... 79 Types of Services Billed on Dental Claims ............................................................................. 79 Rendering NPI Required on Dental Claims ............................................................................. 79 Dental Procedure Codes ........................................................................................................... 80
Claim Submission and Processing Table of Contents
vi Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Date-of-Service Definition ....................................................................................................... 80 Guidelines for Completing the ADA 2012 Claim Form ........................................................... 80
ADA 2012 Claim Form – Field-by-Field Instructions ...................................................... 80 Guidelines for Submitting Dental Claims Electronically ......................................................... 86
Portal Dental Claim Submission Process .......................................................................... 86
Section 5: Coordination of Benefits ............................................................................................. 95 Reporting Other Insurance Information on IHCP Claims ........................................................ 95
Reporting Other Insurance on 837 Transactions ............................................................... 95 Reporting Other Insurance on Provider Healthcare Portal Claims ................................... 96 Reporting Other Insurance on Paper Claims ..................................................................... 96
Documenting Denied or Zero-Paid Claims .............................................................................. 97
Section 6: Special Billing Instructions for Specific IHCP Benefit Plans ................................ 101 Medical Review Team Billing ............................................................................................... 101 Emergency Services Only (Package E) Billing ...................................................................... 102 Medicaid Inpatient Hospital Services Only (for Inmates) Billing .......................................... 103
Section 7: Ordering, Prescribing, and Referring Practitioner Requirements ....................... 105 Verifying OPR Enrollment .................................................................................................... 105 Specialties Required to Include OPR NPI on All Claims ...................................................... 105 Entering OPR Information on Claims .................................................................................... 106
Section 8: Claim Processing Overview ...................................................................................... 107 Claim ID Number................................................................................................................... 107
Region Codes .................................................................................................................. 108 Julian Dates ..................................................................................................................... 109 Internal Control Number/Claim ID Examples ................................................................ 111
Paper Claim Processing ......................................................................................................... 111 Provider Healthcare Portal Claim Processing ........................................................................ 114 837 Electronic Transaction Claim Processing........................................................................ 115
Section 9: Suspended Claim Resolution .................................................................................... 117 Suspended Claim Location .................................................................................................... 117 Suspended Claim Processing ................................................................................................. 117 Suspended Claim Guidelines for Processing.......................................................................... 118
Section 10: Crossover Claims ..................................................................................................... 119 Reimbursement Methodology for Crossover Claims ............................................................. 119 Automatic Crossovers ............................................................................................................ 119 Claims That Do Not Cross Over Automatically .................................................................... 120
Using the UB-04 Claim Form to Submit Claims That Did Not Cross Over
Automatically .......................................................................................................... 121 Using the CMS-1500 Claim Form to Submit Claims That Did Not Cross Over
Automatically .......................................................................................................... 122 Using the Portal to Submit Claims That Did Not Cross Over Automatically ................. 123
Coordination of Benefits Denials for Crossover Claims ........................................................ 125 Inpatient and Long-Term Care Crossover Claims .......................................................... 125 Professional and Outpatient Crossover Claims ............................................................... 125 Medicare-Denied Details on Crossover Claims .............................................................. 126
Medicare and Medicare Replacement Plan Denials ............................................................... 126
Section 11: Claim Filing Limits .................................................................................................. 127 Timely Filing Limit Exceptions ............................................................................................. 127
When Timely Filing Limit Is Not Applicable ................................................................. 127 When Timely Filing Limit Is Extended .......................................................................... 128 When Extenuating Circumstances Are Considered for Waiving the Timely Filing
Limit ........................................................................................................................ 128
Table of Contents Claim Submission and Processing
Library Reference Number: PROMOD00004 vii
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
How to Submit Claims for Filing Limit Waiver Requests ..................................................... 129 Situations That Will Be Reviewed on an Individual Basis by the FSSA ........................ 129
Filing Limits for Claim Resubmissions, Adjustments, and Requests for Administrative
Review ..................................................................................................................... 130
Library Reference Number: PROMOD00004 1
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Section 1: Introduction to IHCP Claim Submission and Processing
Note: The information in this module applies to Indiana Health Coverage Programs (IHCP)
claim submission and processing for nonpharmacy services delivered through the
fee-for-service (FFS) delivery system.
For pharmacy billing procedures, see the Pharmacy Services module. For services
provided through the managed care delivery system – including Healthy Indiana Plan
(HIP), Hoosier Care Connect, or Hoosier Healthwise services – providers must
contact the member’s managed care entity (MCE) or refer to the MCE provider
manual. Pharmacy benefit manager and MCE contact information is included in the
IHCP Quick Reference Guide at in.gov/medicaid/providers.
For updates to information in this module, see IHCP Banner Pages and Bulletins at
in.gov/medicaid/providers.
This document provides information about Indiana Health Coverage Programs (IHCP) claim completion
and processing, including the following topics:
Claim completion guidelines – Provides general information about submitting institutional,
professional, and dental claims to the IHCP, including detailed, field-by-field instructions for
completing the following paper claim forms:
– UB-04 claim form
– CMS-1500 claim form
– ADA 2012 claim form
Note: Providers are encouraged to submit claims electronically rather than use paper claim
forms. See the Electronic Claims section for details.
Claim processing overview – Provides step-by-step procedures of how paper and electronic claims
are processed through the IHCP Core Medicaid Management Information System (CoreMMIS).
Crossover claim processing procedures – Outlines what happens when a claim automatically crosses
over from a Medicare carrier and what to do when the claim does not automatically cross over.
Suspended claim resolution – Provides an overview of why and how a claim suspends, resolution
procedures, and processing timeliness guidelines.
Claim filing limits – Summarizes provider responsibilities concerning filing limits, eligible claims,
and filing limit waiver documentation.
For claim information specific to a particular provider service, see the appropriate provider reference
module. For information about avenues of resolution when a provider disagrees with a claim denial or
payment amount, see the Claim Administrative Review and Appeals module. For information about claim
adjustments, see the Claim Adjustments module.
Claim Submission and Processing Section 1: Introduction to IHCP Claim Submission and Processing
2 Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Fee-for-Service Billing for Carved-Out Services
The IHCP contracts with DXC Technology to serve as its fiscal agent. As such, DXC performs claim-
processing functions for all IHCP nonpharmacy, fee-for-service (FFS) billing. The IHCP contracts with
OptumRx to serve as its FFS pharmacy benefit manager.
Claims for services provided under the managed care delivery system are submitted to and processed by the
managed care entity (MCE) in which the HIP, Hoosier Care Connect, or Hoosier Healthwise member is
enrolled (or vendors contracted by that entity). However, certain services are “carved out” of the managed
care programs.
Carved-out services for managed care members are the financial responsibility of the State. These carved-
out services are billed as FFS claims and are submitted to and processed, directly or indirectly, by DXC or,
for pharmacy claims, OptumRx. For a list of services carved out of the managed care programs, see the
Member Eligibility and Benefit Coverage module.
Paper Claim Forms
The IHCP accepts the following claim forms:
UB-04 (CMS-1450) institutional claim form
CMS-1500 (02/12) professional claim form
ADA 2012 dental claim form
Indiana Medicaid Drug Claim Form (National Council for Prescription Drug Programs [NCPDP]
Drug Claim Form)
Indiana Medicaid Compounded Prescription Claim Form
Note: Providers can download the IHCP Drug Claim Form, the IHCP Compound
Prescription Claim Form, and related instructions from the PA Criteria and
Administrative Forms quick link on IHCP FFS Pharmacy Benefit (the OptumRx
Indiana Medicaid website, accessible from the Pharmacy Services page at
in.gov/medicaid/providers). See the Pharmacy Services module for information about
pharmacy-related claim submission and processing.
Ordering Claim Forms
Providers can order UB-04, CMS-1500, and ADA 2012 claim forms from a standard form supply company.
Professional (CMS-1500) and institutional (UB-04) paper claims submitted to the IHCP must be on the
official red claim forms developed by the National Uniform Claim Committee (NUCC) and the National
Uniform Billing Committee (NUBC). The IHCP will not accept black-and-white copies of these forms.
This change does not apply to dental claims submitted on the approved American Dental Association
(ADA) claim form.
Claims that are not submitted on the correct form will be returned to providers without being processed.
Returned claims must be resubmitted on the correct claim form. Timely filing requirements apply to
resubmitted claims.
Section 1: Introduction to IHCP Claim Submission and Processing Claim Submission and Processing
Library Reference Number: PROMOD00004 3
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Paper Claim Submission Guidelines
To assist providers using paper claims, the IHCP has identified specific billing errors that may cause
processing delays or increase paper claim processing errors. To avoid these errors, providers should adhere
to the following paper claim billing processes:
Submit paper claims on the standard, approved claim form for the type of service being billed. For
institutional and professional claims, the official red claim form (not a black-and-white copy) must
be used.
Use Helvetica, Times New Roman, or Courier font type with 12-point or 14-point font size.
Avoid using handwritten information on the claim forms unless directed to do so.
Use only blue or black ink.
Do not add highlighting or any other color marks.
Do not use liquid paper correction fluid or correction tape.
Ensure information is documented in the appropriate boxes on the form and is aligned correctly in
those boxes.
Add data within the boxes on the form. Data outside the approved fields can cause errors and delay
processing.
Do not enter commas or dashes.
Do not write or type any information outside the borderline of the form (other than the appropriate
address, placed at the top of the CMS-1500 claim form).
Do not put stray marks or Xs on the claim form.
Paper claims that require attachments must include the attachments with the claim form.
Do not add stamps or stickers.
Submit attachments on standard 8½-by-11-inch paper.
Do not use paper clips or staples on claim forms or attachments.
Claim Submission Addresses
Mail all fee-for-service claims, including those that have passed the filing limit, to DXC. For managed care
members, providers should send claims to the appropriate MCE, unless otherwise indicated.
See the IHCP Quick Reference Guide at in.gov/medicaid/providers for DXC and MCE mailing addresses.
Provider Signatures
Provider signatures are not required on paper claim forms. However, all providers must have a signature on
file with the IHCP for the claim to be processed.
Claim Submission and Processing Section 1: Introduction to IHCP Claim Submission and Processing
4 Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Electronic Claims
Providers can bill claims electronically instead of using paper claim forms. Electronic claims must be
submitted in the 837 American National Standards Institute (ANSI) formats or through the direct data entry
(DDE)-compliant web portal called the IHCP Provider Healthcare Portal (Portal).
Note: Pharmacies submit drug claims at the point of sale (POS). See the
Pharmacy Services module for information about pharmacy-related claim
submission and processing. The IHCP Companion Guide for electronic pharmacy
claim transactions, NCPDP Version D.0 Transaction Payer Sheet, can be accessed
from IHCP FFS Pharmacy Benefit (the OptumRx Indiana Medicaid website).
837 Electronic Transactions
The IHCP accepts the following electronic transactions:
837I (Institutional)
837P (Professional)
837D (Dental)
The Health Insurance Portability and Accountability Act (HIPAA) specifically names several electronic
standards that must be followed when certain healthcare information is exchanged. These standards are
published as National Electronic Data Interchange Transaction Set Implementation Guides, commonly
called implementation guides (IGs). An addendum to most IGs has been published and must be used to
properly implement each transaction. The IGs are available for purchase and download through the
Washington Publishing Company website at wpc-edi.com.
The IHCP has developed technical companion guides to assist application developers during the
implementation process. Information contained in the IHCP Companion Guides is intended only to
supplement the adopted IGs and provide guidance and clarification as it applies to the IHCP. The IHCP
Companion Guides are never intended to modify, contradict, or reinterpret the rules established by the IGs.
The IHCP Companion Guides are located on the IHCP Companion Guides page at
in.gov/medicaid/providers.
For more information about HIPAA compliance for electronic transactions, including claim submission
using the 837 format, see the Electronic Data Interchange module.
Note: The IHCP accepts as many as 5,000 Claim (CLM) segments per Transaction Set
Header segment (ST) – Transaction Set Trailer segment (SE).
Some data elements that providers submit may not be used in processing the 837
transactions; however, those data elements may be returned in other transactions,
such as the 277 Claim Status Request and Response or the 835 Remittance Advice
transactions. These data elements are necessary for processing, and failure to append
them may result in claim suspension or claim denial.
Section 1: Introduction to IHCP Claim Submission and Processing Claim Submission and Processing
Library Reference Number: PROMOD00004 5
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Provider Healthcare Portal Claims
The Portal allows registered users to submit individual FFS, nonpharmacy claims to the IHCP through a
secure, web-based application. Information about registering a Portal account and assigning administrative
permissions can be found in the Provider Healthcare Portal module.
The Portal accepts all FFS institutional, professional, and dental claims, including:
Inpatient
Outpatient
Home health
Hospice
Long-term care
Medical
Dental
Medicare and Medicare Replacement Plan crossover claims
A claim submitted through the Portal is assigned a Claim ID, which can be used for tracking purposes, and
is available for viewing through claim inquiry approximately 2 hours after submission.
To access claim-related options on the Portal, log in to the appropriate account and then select the Claims
tab from the menu bar to go to the Claims page or hover your cursor over the Claims tab to activate the
drop-down menu (see Figure 1). Options include:
Search Claims
Submit Claim (Dental, Institutional, or Professional)
Search Payment History
Figure 1 – Two Ways to Access Claim Options
Claim Submission and Processing Section 1: Introduction to IHCP Claim Submission and Processing
6 Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Search Claims
The Search Claims page enables users to locate a previously submitted claim based on various search criteria,
as follows:
1. From the Portal menu bar, select Claims > Search Claims.
2. In the Search Claims panel, enter at least one field to conduct a search. For more targeted results,
enter a combination of fields. Search for a claim using:
– Claim information (Claim ID)
– Member information (Member ID, birth date, first or last name)
– Service information (claim type, service dates, paid date, claim status)
Paid Date or Service From and To fields are required if no claim information is entered on the request.
Figure 2 – Search Claims
3. Click Search to see results. The search results display basic information for claims matching the
search criteria, including the Claim ID, claim type, claim status, service date, Member ID, Medicaid
paid amount, and paid date.
Figure 3 – Claim Search Results
Note: If an adjustment has been submitted for a claim, the adjustment will be listed in the
search results if you search by Member ID and date of service.
4. Click the desired Claim ID link to view details about a particular claim (Figure 4).
Section 1: Introduction to IHCP Claim Submission and Processing Claim Submission and Processing
Library Reference Number: PROMOD00004 7
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 4 – Claim Detail Information
Note: Additional information about the claim and claim processing may be displayed by
clicking the plus sign [+] to expand each panel.
5. If any documents were submitted as attachments to the claim, you can expand the Attachments panel
(Figure 5) and click the View link to view each document.
Claim Submission and Processing Section 1: Introduction to IHCP Claim Submission and Processing
8 Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 5 – Attachments Panel of Claim Detail
Submit Claim
For step-by-step instructions for submitting institutional, professional, and dental claims through the Portal,
see Sections 2, 3, and 4 of this module. The following general instructions apply for all claim types.
Completing the Claim
Claim submissions must be completed in a single session, so make sure to have all the necessary information
before starting the submission. There is not an option to save and complete the claim at a later time.
Note: If you need to go back to a previous step during the claim-submission process, do not
use the breadcrumbs at the top of the page or the Back button on your browser;
instead, use the Back to Step x buttons at the bottom of the page to move between
steps; otherwise, your data may be lost.
Throughout the submission process for all claim types, providers must complete required fields (marked
with an asterisk [*]) before they can continue to the next step in the Portal process. However, the asterisk
does not necessarily indicate all fields that are required for a claim to be reimbursed. Based on factors such
as the procedure code billed, the provider specialty submitting the claim, and so forth, some fields without
an asterisk may be denied with an appropriate EOB if they were left blank during the Portal claim-
submission process.
What Happens after a Claim Is Submitted?
The following steps occur after you submit a claim through the Portal:
1. The Portal displays the Claim ID and current claim status. Use the Claim ID to look up the status of
the claim or to reference the claim any time during an inquiry.
Figure 6 – Claim ID and Status
2. The data from the claim entered in the Portal is transferred to CoreMMIS, the IHCP claim-
processing system.
Section 1: Introduction to IHCP Claim Submission and Processing Claim Submission and Processing
Library Reference Number: PROMOD00004 9
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
3. The claim is reviewed for accuracy, completeness, and validity before it is approved, denied, or
suspended/pended for additional review. (See the Provider Healthcare Portal Claim Processing
section.)
4. The status of the claim is updated in the Portal. The status will show as “Finalized Denied,”
“Finalized Payment,” or “Pending in Process.”
5. Additional claim information, such as Remittance Advice, is updated in the Portal as it becomes
available.
Search Payment History
The Search Payment History page is used to view electronic funds transfer (EFT) and to check payment
records for claims and zero-pay payments. This page is also where users can view Remittance Advices
(RAs) for claims.
1. From the Portal menu bar, select Claims > Search Payment History.
2. In the Search Payment History panel, add or adjust the search criteria as desired:
– The Issue Date fields automatically populate with the date of the search (today) in the To field and
90 days prior to today’s date in the From field. You can narrow the date range to show fewer
search results.
– You can also narrow search results by payment method and/or payment ID.
3. After you have entered all the desired search parameters, click Search.
4. View search results to locate the desired payment:
– Any claims that fall within the desired search parameters are displayed in the Search Results panel.
– You can sort search results by clicking any of the underlined column names. The arrow next to the
column name indicates whether the results are displayed in ascending or descending order. The
example in the following figure shows the search results are sorted in descending order by issue date.
Figure 7 – Search Payment History (with Search Results)
5. To view details about a specific payment, click the corresponding payment ID link to open the View
Payment Details page.
Claim Submission and Processing Section 1: Introduction to IHCP Claim Submission and Processing
10 Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
6. The Payment Summary section provides filter options so that you can narrow the Claim Payment
Details list to a specific claim, member, or service date range.
Figure 8 – View Payment Details (with Payment Summary Filter Options)
Mailing Paper Attachments for Electronic Claims
Providers must follow certain procedures when submitting paper attachments associated with an electronic
claim. For 837 electronic claim transactions (submitted through File Exchange), providers must submit all
attachments by mail, following the process described in this section.
Note: When submitting claims via the Portal, providers can upload attachments
electronically, as described in the Attachments section in the institutional, professional,
and dental claim-submission instructions in Sections 2, 3, and 4. However, the IHCP
also accepts attachments submitted by mail for Portal claims. Providers should
indicate in the Portal claim that attachments are being submitted by mail, and then
follow the instructions in this section to prepare and send the attachments.
The following steps describe how to submit paper attachments to electronic claims by mail:
1. Assign a unique attachment control number (ACN) to each paper attachment to be submitted, and
write the ACN on each page of each attachment.
– An ACN can be up to 30 characters in length, and can be numbers, letters, or a combination of
letters and numbers.
– After an ACN has been used, it cannot be used again, even if the same claim is resubmitted at a
later date.
– Documents cannot be shared between claims.
– The ACN must be written on the top of the document. If an attachment has more than one page,
the ACN must be written on each page of the document.
– Write in only blue or black ink on the attachments.
Section 1: Introduction to IHCP Claim Submission and Processing Claim Submission and Processing
Library Reference Number: PROMOD00004 11
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
2. Complete an IHCP Claims Attachment Cover Sheet for each set of attachments associated with a
specific claim. The Claims Attachment Cover Sheet is available on the Forms page at
in.gov/medicaid/providers. Include the following information on the Claims Attachment Cover
Sheet:
– Billing provider’s name, service location address, and ZIP Code+4
– Billing provider’s National Provider Identifier (NPI) or IHCP Provider ID
Only atypical providers may use the Provider ID.
See the Provider Enrollment module for more information about NPIs and Provider IDs.
– Dates of service on the claim
– IHCP Member ID (also known as RID)
– ACN for each attachment associated with the claim (The provider may submit a maximum of 20
ACNs with each cover sheet.)
– Number of pages associated with each attachment (not including the cover page)
3. Indicate on the 837 transaction or the Portal claim, as follows, that additional documentation will be
submitted:
– Enter an attachment report transmission code. This required code indicates whether an electronic
claim has documentation to support the billed services. This code defines the timing and
transmission method or format of reports and how they are sent. The IHCP accepts paper
attachments only by mail. This attachment transmission code is BM (by mail).
837 transaction: Enter BM in loop 2300, segment PWK02, data element 756.
Portal: Select BM – By Mail in the Transmission Method field of the Attachments panel.
– Enter the unique ACN for the attachment. The ACN entered must match the ACN on the Claims
Attachment Cover Sheet and on each page of the attachment sent by mail.
837 transaction: Enter the ACN in loop 2300, segment PWK, data element 67.
Portal: Enter the ACN in the Control # field of the Attachments panel.
– Enter an attachment report type code. This code indicates the type of attachment the provider is
sending to the IHCP to support the electronic claim. The code indicates the title or contents of a
document, report, or supporting item. For a complete listing of attachment report type codes, see
the appropriate 837 claim transaction IG, or see Table 1 in this document.
837 transaction: Enter the attachment report type code in loop 2300, segment PWK01,
data element 755.
Portal: Select the appropriate code from the Attachment Type field of the Attachments panel.
4. Mail the attachments and cover sheet to the following address:
DXC Claim Attachments
P.O. Box 7259
Indianapolis, IN 46207
Note: Attachments must be received within 45 calendar days of the date the electronic claim
is received, or the claim will be denied.
The Claims Unit reviews each Claims Attachment Cover Sheet for completeness and accuracy of the
number of ACNs to the number of attachments. If errors are found, the cover sheet and attachments
are returned to the provider for correction and resubmission. If the attachments are not received within
45 days, the claim is automatically denied. If the provider has submitted the attachments, but one specific
attachment needed for processing is missing from the batch, the claim or detail line is denied.
Providers receive a return to provider (RTP) letter when the Claims Attachment Cover Sheet is not included
with the attachment, when required information (such as Member ID) is missing or invalid, or when the
provider’s office location cannot be determined using the NPI, ZIP Code+4, and taxonomy code. When a
provider receives an RTP letter, the necessary corrections must be made and the attachment resubmitted
with the cover sheet. The documents must be received at DXC within 45 days of the claim submission date.
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Table 1 – Report Type Codes
Report
Type
Code
Type of Attachment Dental/
837D
Professional/
837P
Institutional/
837I
03 Report Justifying Treatment
Beyond Utilization Guidelines
X X
04 Drugs Administered X X
05 Treatment Diagnosis X X
06 Initial Assessment X X
07 Functional Goals X X
08 Plan of Treatment X X
09 Progress Report X X
10 Continued Treatment X X
11 Chemical Analysis X X
13 Certified Test Report X X
15 Justification for Admission X X
21 Recovery Plan X X
A3 Allergies/Sensitivities Document X X
A4 Autopsy Report X X
AM Ambulance Certification X X
AS Admission Summary X X
B2 Prescription X X
B3 Physician Order X X
B4 Referral Order X X X
BR Benchmark Testing Results X X
BS Baseline X X
BT Blanket Test Results X X
CB Chiropractic Justification X X
CK Consent Form(s) X X
CT Certification X X
D2 Drug Profile Document X X
DA Dental Models X X X
DB Durable Medical Equipment
Prescription
X X
DG Diagnostic Report X X X
DJ Discharge Monitoring Report X X
DS Discharge Summary X X
EB Explanation of Benefits X X X
HC Health Certificate X X
HR Health Clinic Records X X
I5 Immunization Record X X
IR State School Immunization Records X X
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Report
Type
Code
Type of Attachment Dental/
837D
Professional/
837P
Institutional/
837I
LA Laboratory Results X X
M1 Medical Record Attachment X X
MT Models X X
NN Nursing Notes X X
OB Operative Notes X X
OC Oxygen Content Averaging Report X X
OD Orders and Treatment Document X X
OE Objective Physical Examination
Document
X X
OX Oxygen Therapy Certification X X
OZ Support Data for Claim X X X
P4 Pathology Report X X
P5 Patient Medical History Document X X
P6 Periodontal Charts X
PE Parental or Enteral Certification X X
PN Physical Therapy Notes X X
PO Prosthetics or Orthotic
Certifications
X X
PQ Paramedical Results X X
PY Physician’s Report X X
PZ Physical Therapy Certification X X
RB Radiology Films X X X
RR Radiology Reports X X X
RT Report of Tests and Analysis
Report
X X
RX Renewable Oxygen Content
Averaging Report
X X
SG Symptoms Document X X
V5 Death Certificate X X
XP Photographs X X
Note: The values in this table are taken from the X12 837 Implementation Guides (IGs). The
IGs are the official source of this information, and so providers should always refer to
the most current version of the IGs for accepted values. The IGs are available for
purchase and download through the Washington Publishing Company website at
wpc-edi.com.
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Claim Notes
The IHCP accepts claim note information in electronic claim transactions and retrieves the information for
review during processing. This feature reduces the number of attachments that must be sent with claims.
Also, in some instances, use of the claim note may assist with the adjudication of claims. For example,
when postoperative care is performed within 1 day of surgery, providers can submit supporting information
in the claim note segment rather than sending an attachment.
When a provider submits claims electronically via an 837 transaction or the Portal, the number of claim
notes allowed varies by claim type as follows:
Dental claims submitted via the Portal or 837D transaction allow five claim notes at the header level
Institutional claims submitted via the Portal or 837I transaction allow 10 claim notes at the header
level
Professional claims submitted via the Portal or 837P transaction allow one claim note at the header
level
The 837P accepts one claim note at the detail level. The Portal does not accept claim notes at the detail
level for any claim types.
Note reference codes identify the functional area or purpose for which the note applies. For example:
ADD – Additional Information.
For details about entering claim notes online, see the Claim Note Information sections in the institutional,
professional, and dental claim instructions in this module. For details about entering claim notes on the 837
electronic transactions, see the 837 IGs and the IHCP Companion Guides.
Note: The IHCP does not accept all types of claim notes as documentation.
Providers should submit claim notes to IHCP only if the notes relate to any of the
situations described in this section.
Claim Notes Accepted as Documentation
The following sections describe types of claim notes that the IHCP accepts as documentation.
Third-Party Payer Fails to Respond (90-Day Provision)
When a third-party insurance carrier fails to respond within 90 calendar days of the billing date, the
provider can submit the claim to the IHCP for payment consideration. However, to substantiate attempts to
bill the third party, the following must be documented in the claim note:
Dates of the filing attempts
The phrase “no response after 90 days”
IHCP Member ID
IHCP Provider ID
Name of primary insurance carrier billed
If submitting unpaid bills or statements, providers should include the third-party insurance carrier’s name.
Likewise, if providing a written notification with billing dates, providers need to include the name of the
third-party insurance company.
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Consultations Billed 15 Days before or after Another Consultation
In the claim note, the provider can indicate the medical reason for a second opinion during the 15 days
before or after a billed consultation.
Joint Injections – Four per Month
In the claim note, the provider can document that injections were performed on different joints, and
indicate the sites of the injections.
Surgery Billed with Related Postoperative or Preoperative Care
Providers should use the claim note to document when surgery is payable at a reduced amount because
related postoperative or preoperative care paid on same date of service, or to document separate billing for
postoperative care within 90 days of surgery or preoperative care on the day of surgery.
In the claim note, the IHCP accepts the following:
Information that documents the medical reason and unusual circumstances for the separate
evaluation and management (E/M) visit
Information that supports that the medical visit occurred due to a complication, such as
cardiovascular complications, comatose conditions, elevated temperature for 2 or more consecutive
days, medical complications other than nausea and vomiting due to anesthesia, postoperative wound
infection requiring specialized treatment, or renal failure
Pacemaker Analysis – Two within 6 Months
The provider should use the claim note to document the medical reason for a second pacemaker analysis
within the 6-month time frame, such as a dysfunctional pacemaker.
Assistant Surgeon Not Payable When Cosurgeon Paid
In the claim note, the IHCP accepts information that documents the medical reason for the assistant
surgeon, such as the situational problem requiring assistance.
Excessive Nursing Home Visits or More Than One per 27 Days
In the claim note, the IHCP accepts documentation supporting the need for more than one nursing home
visit per 27 days, such as the treatment of emergent, urgent, or acute conditions or symptoms with the new
diagnosis code.
Retroactive Eligibility
Use claim notes when billing a claim that is past the filing limit and the member was awarded retroactive
eligibility. In the case of retroactive member eligibility, claims must be submitted within 1 year of the
eligibility determination date.
Follow these steps to submit such a claim on the Portal:
1. Complete the claim on the Portal as you normally would.
2. In the Claim Note Information panel, select Additional Information from the Note Reference Code
drop-down menu.
3. In the Note Text field, type: Member has retroactive eligibility. Please waive timely filing.
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Mental Health Procedure Codes with Midlevel-Practitioner Modifier for Dually Eligible Members When the Provider Is Not Approved to Bill Medicare
When billing for services provided to members who are dually eligible for Medicare and Medicaid, mental
health providers that submit claims using procedure codes with a midlevel practitioner modifier (such as
HE or HO) may use claim notes to indicate that the provider that performed the service is not approved to
bill services to Medicare. The claim note must include the following text: “Provider not approved to bill
services to Medicare.” The use of claim notes allows the claim to suspend for review of the claim note and
be adjudicated appropriately.
Essure Sterilization
For all claims related to hysteroscopic sterilization with an Essure implant device, providers must write
“Essure sterilization” in the claim note (for electronic claims) or on the accompanying invoice.
Partial Sterilization
Claims for sterilization and related procedures require a Consent for Sterilization form. When billing for a
partial sterilization or a service related to a partial sterilization, providers may indicate “partial sterilization”
in the claim note. When the claim suspends for review of the Consent for Sterilization form, this claim note
serves as documentation that the Consent for Sterilization is not required.
Community Health Worker Name
IHCP-enrolled providers submitting claims for community health worker (CHW) services must include the
name of the CHW who performed the services in the claim notes.
General Billing and Coding Information
This section provides general information and definitions for IHCP claim completion. For information
specific to a particular type of claim or 837 transaction, see the sections that follow.
National Provider Identifier and One-to-One Match
The National Provider Identifier (NPI) is the standard, unique identifier for healthcare providers and is
assigned by the National Plan and Provider Enumeration System (NPPES).
All healthcare providers must bill using their NPI on all claims. Only atypical, nonhealthcare providers can
bill using their IHCP Provider ID.
The NPI must crosswalk to one IHCP Provider ID or the claim will be denied. Three data elements are used
for the standard NPI crosswalk, to establish a one-to-one match:
Billing NPI
Billing taxonomy code
Billing provider service location ZIP Code+4 on file in CoreMMIS
Note: Providers can use the Portal to view and update their information on file with the
IHCP. See the Provider Enrollment module for information on how to view and
update information through the Portal as well as how to obtain an NPI.
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Diagnosis and Procedure Coding Systems
The IHCP uses the International Classification of Diseases (ICD) and Healthcare Common Procedure
Coding System (HCPCS) Level I and II coding systems. Each coding system is described as follows:
ICD codes, developed by the World Health Organization (WHO), are divided into two systems:
– Clinical Modification (CM) for diagnostic coding
– Procedure Coding System (PCS) for inpatient hospital procedure coding
HCPCS Level I codes are Current Procedural Terminology (CPT®1) numeric codes and modifiers
created by the American Medical Association (AMA).
HCPCS Level II codes are A through V alphanumeric codes and modifiers created by the Centers
for Medicare & Medicaid Services (CMS). These codes identify products, supplies, materials, and
services that are not included in the CPT code book. The Current Dental Terminology (CDT®2) code
set, produced and maintained by the American Dental Association (ADA), is included in Level II of
the HCPCS.
Except where otherwise noted, the IHCP uses coding practices created and published by these entities.
Coding exceptions and clarifications are noted throughout the remainder of this document. Additional
exceptions related to the Medicare resource-based relative value scale (RBRVS) reimbursement system are
noted in the Medical Practitioner Reimbursement module.
Providers should always monitor all IHCP bulletins and banner page articles for future coding information
and clarification of billing practices.
ICD Codes
The IHCP adheres to the coding guidelines published in the AHA Coding Clinic for ICD, a publication of
the American Hospital Association, Central Office. The following ICD coding clarifications may assist
providers in completing their claim submissions:
Use the highest level of specificity when billing diagnostic and procedure codes.
Use the codes labeled other specified or not elsewhere classified (NEC), unspecified, or not
otherwise specified (NOS) only when the diagnostic statement or a thorough review of the medical
record does not provide adequate information to permit assignment of a more specific code.
Use the code assignment for other or NEC when the information at hand specifies a condition but no
separate code for that condition is provided.
Use unspecified or NOS when the information at hand does not permit either a more specific or
other code assignment.
Primary (or principal) diagnosis codes are required on all IHCP professional and institutional claim
submissions. This requirement applies to providers that were previously exempt from submitting diagnosis
codes specific to transportation, waiver, and durable medical equipment (DME) services. Transportation
and waiver providers should bill ICD-10 diagnosis code R69 – Illness, unspecified as the primary diagnosis
code for claim submissions when the actual diagnosis is not known. DME providers must obtain the
primary diagnosis code from the physician who ordered the DME supplies or equipment. Claims submitted
to the IHCP without a valid diagnosis code will be denied. (Diagnosis codes are optional on dental claim
submissions.)
Providers must use ICD-10 for all ICD-CM and ICD-PCS codes on claims with dates of service on or after
October 1, 2015.
1 CPT copyright 2019 American Medical Association. All rights reserved. CPT is a registered trademark of the American Medical
Association. 2 CDT copyright 2019 American Dental Association. All rights reserved.
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Add-On Codes
Add-on codes are procedure codes that indicate additional work associated with another primary procedure.
Add-on codes are always performed in conjunction with another primary service, with one exception:
CPT code 99292 – Critical care, evaluation and management of the critically ill or critically injured
patient; each additional 30 minutes (List separately in addition to code for primary service).
CPT add-on code 99292 may be paid to a physician who does not report CPT code 99291 if another
physician of the same specialty in his or her group practice is paid for CPT code 99291 on the same date of
service. For the code to be processed correctly, the provider must follow the administrative review process
for the appropriate adjudication review.
Procedure Codes That Require Claim Attachments
Some HCPCS codes require providers to submit attachments with the claims. If providers submit claims for
these codes and do not submit attachments, the IHCP denies the claims. These codes are listed in Procedure
Codes That Require Attachments, accessible from the Code Sets page at in.gov/medicaid/providers.
National Correct Coding Initiative
The IHCP applies National Correct Coding Initiative (NCCI) editing to medical services billed on
professional and outpatient institutional claims. NCCI editing occurs on claims billed with the same
date of service, same member, and same billing provider NPI. For more information on NCCI, see the
National Correct Coding Initiative module.
Units of Service
Providers cannot bill partial units of service. Providers must round partial units of service to the nearest
whole unit when calculating reimbursement. For example, if a unit of service equals 15 minutes, a
minimum of 8 minutes must be provided to bill for one unit.
Note: For certain services, such as smoking cessation services, providers must accumulate
time equivalent to whole units before billing, rather than rounding to the nearest
whole unit.
Modifiers
Professional and institutional claims on the Portal, 837P and 837I electronic transactions, and CMS-1500
and UB-04 claim forms accept up to four modifiers per procedure code. Currently, no modifiers are
approved for use with the CDT code set on the dental claim form.
Correct use of modifiers is essential to accurate billing and reimbursement for services provided. When
trying to determine whether or not a modifier is appropriate, providers should ask the following questions:
Will a modifier provide additional information about the services provided?
Was the same service performed more than once on the same date?
Will the modifier give more information about the anatomic site of the procedure?
If any of these circumstances apply, it may be appropriate to add a modifier to the procedure code. It is also
important that the medical-records documentation supports the use of the modifier.
For a list of modifiers used on the professional claim (CMS-1500 claim form or electronic equivalent),
see Procedure Code Modifiers for Professional Claims, accessible from the Code Sets page at
in.gov/medicaid/providers.
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Modifiers are categorized according to type. Table 2 lists the definition for each modifier type.
Table 2 – Types of Modifiers
Type Definition
Informational Used to denote additional information that may or may not affect
claim processing.
Pricing Used to read a fee segment. A rate is linked to the procedure code
modifier combination.
Processing Used to modify a fee segment by a percent or by a dollar amount.
Review Causes a claim to suspend for review. Procedure code linkage is not
required for these modifiers.
Anesthesia Used to modify anesthesia service fee segments by a percent.
Physical Status Used to modify the anesthesia units submitted on the claim form.
Note: Providers should always include any modifier that is applicable according to correct
coding criteria.
The following are some of the many resources available for obtaining additional information:
The CMS provides carriers with guidance and instructions on the correct coding of claims and using
modifiers through manuals, transmittals, and the CMS website at cms.hhs.gov.
The National Correct Coding Initiative (NCCI) Edits page at cms.gov provides updates each quarter
for correct modifier usage for each CPT code.
The American Medical Association (AMA) CPT Assistant Newsletter and Coding with Modifiers
reference manual are other valuable resources for correct modifier usage.
Providers must ensure that the use of the modifier is justifiable based on generally accepted coding
guidance (for example, from the AMA or the CMS) that defines the appropriate use of modifiers.
Modifiers may be appended to HCPCS/CPT codes only when clinical circumstances justify the use of the
modifier. A modifier should not be appended to a HCPCS/CPT code solely to bypass NCCI editing.
The National Correct Coding Initiative in Medicaid page at medicaid.gov provides specific guidance on
proper use of modifiers. The use of modifiers affects the accuracy of claim billing, reimbursement, and
NCCI editing. In addition, modifiers provide clarification of certain procedures and special circumstances.
A summary of key modifiers used in billing and general guidance for usage follows.
Modifier 50
Bilateral procedures are performed during the same operative session on both sides of the body by the same
physician. The units billed would be entered as “1,” because one procedure was performed bilaterally.
Modifier 51
Multiple procedures or services are performed on the same day or during the same operative session by the
same physician. The additional or secondary procedure or service must be identified by adding modifier 51
to the procedure or service code.
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Modifier 59
Research shows that modifier 59 is often used incorrectly. Modifier 59 indicates that a provider performed
a distinct procedure or service on the same day as another procedure or service. It identifies procedures and
services that are not normally reported together, but are appropriate under the circumstances. Modifier 59
should be used only when there is no other modifier to correctly clarify the procedure or service. A distinct
procedure may represent the following:
A different session or patient encounter
A different procedure or surgery
A different site or organ system
A separate incision or excision
A separate lesion
A separate injury or area of injury in extensive injuries
If multiple units of the same procedure are performed during the same session, the provider should report
all the units on a single detail line, unless otherwise specified in medical policy.
Modifiers LT and RT
The modifiers LT (left) and RT (right) apply to codes that identify procedures that can be performed on
paired organs such as ears, eyes, nostrils, kidneys, lungs, and ovaries. Modifiers LT and RT should be used
whenever a procedure is performed on only one side to identify which one of the paired organs was
operated on. The CMS requires these modifiers whenever appropriate.
Transportation Modifiers
Specific modifiers are used to report transportation services on claims. See the Transportation Services
module for a list of the transportation origin and destination modifiers.
Using Modifiers with Pathology Codes
Some pathology codes have both professional and technical components. When submitting claims, use of a
modifier depends on whether the entity reporting the service is reporting:
The professional services of a pathologist only (billed with modifier 26 added to the code)
The technical component of a laboratory only (billed with the TC modifier added to the code)
Reporting both the professional and technical components as a global code (billed without any
modifier)
In all instances, the first claim received in the system for a particular pathology code on a single date of
service is the first one considered for payment.
National Drug Codes
The Federal Deficit Reduction Act of 2005 mandates that the IHCP require the submission of National
Drug Codes (NDCs) on claims submitted with certain procedure codes for physician-administered drugs.
This mandate affects all providers submitting institutional claims (UB-04 paper claim form, Portal
institutional claim, and 837I electronic transaction) or professional claims (CMS-1500 paper claim form,
Portal professional claim, and 837P electronic transaction) for applicable procedure-coded drugs. Because
the State may pay up to the 20% Medicare B copayment for dually eligible individuals, the NDC is also
required on Medicare and Medicare Replacement Plan crossover claims for all applicable procedure codes.
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For a list of affected codes, see Procedure Codes That Require National Drug Codes, accessible from the
Code Sets page at in.gov/medicaid/providers. All providers are encouraged to monitor future IHCP
bulletins and banner pages for updates about NDC reporting.
For billing purposes, the NDC must be configured as 11 digits, using what is referred to as a “5-4-2”
format: the first segment must include five digits, the second segment must include four digits, and the third
segment must include two digits. If the product label displays an NDC with fewer than 11 digits, a zero
must be added at the beginning of the appropriate segment to achieve the 5-4-2 format. Hyphens and spaces
are omitted when submitting the NDC number on a claim. For example, if a package displays an NDC as
12345-1234-1, a zero must be added to the beginning of the third segment to create an 11-digit NDC as
follows: 12345123401.
In addition to the NDC itself, providers must also submit the NDC description, NDC unit of measure, and
NDC quantity. For details about entering NDC information on the paper claim form, see the UB-04 Claim
Form – Field-by-Field Instructions and CMS-1500 Claim Form – Field-by-Field Instructions sections of
this module.
Claims for procedure-coded, physician-administered drugs are priced using the submitted procedure code and
procedure code units. The sole exception is that manually priced J and Q codes are priced using the submitted
NDC. See the Injections, Vaccines, and Other Physician-Administered Drugs module for more information.
Single Procedure Code with Multiple NDCs
When billing a single procedure code that involves multiple NDCs, providers do not need to use the KP and
KQ modifiers. Providers bill the claim with each appropriate NDC for the drug they are dispensing or
administering on a separate detail line, repeating the HCPCS code as needed for each unique NDC code.
For example, a 50 mg vial of Synagis and a 100 mg vial of Synagis have different NDCs but the same
procedure code. Therefore, if a provider administers 150 mg of Synagis using these two vials, the item
would be billed with two detail lines for the same procedure code, and the appropriate NDC would be
entered on each line.
Compounds with NDCs
When billing any compound drugs that require an NDC, providers must bill the appropriate NDCs for each
procedure code. Providers receive payment for all valid NDCs included in the compound drug.
Place-of-Service Codes
Place-of-service (POS) codes are two-digit codes identifying the type of location where a service was
provided. POS codes are required on all professional and dental claims. For a list of POS codes, see the
Place of Service Code Set page on the CMS website at cms.hhs.gov.
Date of Service Definition
All claims must reflect a date of service. The date of service is the date the specific services were actually
supplied, dispensed, or rendered to the patient. For example, when billing for the provision of dentures, the
date of service on the claim must reflect the date the dentures are delivered to the patient. This requirement
is applicable to all IHCP-covered services.
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Visit and Encounter Definitions
The IHCP defines an office visit as a face-to-face encounter between a patient and a physician or other provider.
The IHCP considers multiple services a provider performs during the same visit for the same or related
diagnosis to be a single encounter, even though the provider can consider them separate encounters if billed
independently. For example, if a patient receives a dental exam and an amalgam during the same visit, the
IHCP considers this a single encounter.
The IHCP considers multiple visits that occur within the same 24-hour period to be a single encounter if
they are for the same or related diagnosis. The IHCP considers multiple visits to be multiple encounters
if the diagnoses are different. For example, if the patient has an office visit in the morning and returns
later the same day with the same or related diagnosis, the IHCP considers the two instances as a single
encounter. However, if a patient has an office visit in the morning and returns later the same day for
treatment of a new fracture, two different encounters have occurred.
When two valid providers (such as a medical provider and a mental health provider) see the same
patient on the same day, the principal diagnoses should not be the same.
When billing a visit code, providers can bill only one unit of service per detail line of the claim. When
visits occur on consecutive days, providers should bill each day on a separate line. When a member has
more than one visit per day for the same provider, and the diagnoses are different, the IHCP requires a
claim review for payment determination.
Therefore, providers should submit proper documentation along with the claim to substantiate the need for
additional visits. This documentation includes, but is not limited to, the following:
Visits performed at separate times of the day that indicate the times and the reasons for each visit on
the face of the claim or on a claim attachment
Visits provided by different providers on the same day that indicate the type of provider that
rendered each visit and denote which practitioner treated which diagnosis
Documentation in writing from the medical record that supports the medical reasons for the additional
visit, including presenting symptoms or reasons for the visit, onset of symptoms, and treatment
rendered
Documentation that the diagnosis for each encounter is different
Calendar-Year Versus 12-Month Monitoring Cycle
Most IHCP service limitations are monitored via a rolling 12-month period. However, some are monitored on
a calendar-year basis. During claim processing, CoreMMIS reviews the claim history to ensure services do
not exceed established limitations. CoreMMIS compares the service date for a particular claim with service
dates that are already paid. CoreMMIS looks back at service dates within the particular code’s established
service limitation. If the number of services or dollars has been exceeded for a specific benefit limit, prior
authorization (PA) may be required based on medical necessity. If PA is not obtained, CoreMMIS rejects the
claim. In summary, CoreMMIS generally rolls back 1 year from the service date and counts the number of
units or dollars used. CoreMMIS calculates benefit limits on a service-date-specific basis for paid claims.
Example 1: This example illustrates a calendar-year monitoring cycle. IHCP members are authorized office
visits at 30 per calendar year. A member became eligible on February 1, 2019, and with four office visits
per month (to a physician, chiropractor, podiatrist, and mental health provider), reaches the 30-office-visit
limitation in September 2019. Without PA, the member is not authorized for another office visit until
January 1, 2020 (the beginning of a new calendar year), at which point the restriction of 30 visits per
calendar year is restored.
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Example 2: This example illustrates a rolling 12-month monitoring cycle. The IHCP limits coverage of
mental health services provided in an outpatient or office setting to 20 units per member, per provider, per
rolling 12-month period without prior authorization. A member became eligible on February 1, 2019, and
received four units of outpatient mental health services on the first day of eligibility. On September 1, 2019,
the member reached the 20-unit limitation. Without PA, the member is not authorized for another outpatient
mental health service until February 1, 2020. In this example of a 12-month limitation, the system restores
the four units depleted on September 1, 2019, 12 months (or 365 days) after the date they were used. In this
illustration, if the member does not use another outpatient mental health service until all 20 units are restored,
the full complement of 20 units per rolling 12-month period would be totally restored in September 2020.
The following services are limited on a calendar-year basis:
Office visits
Inpatient rehabilitation
Durable medical equipment (DME) and home medical equipment (HME)
Chiropractic
Vision
The following services are limited on a rolling 12-month basis:
Mental health visits
Transportation
Incontinence supplies
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Section 2: Institutional Claim Billing Instructions
This section provides information about submitting institutional claims using the UB-04 Uniform Bill
(UB-04) claim form or its Health Insurance Portability and Accountability Act (HIPAA)-compliant
electronic equivalents: the 837 Health Care Claim: Institutional (837I) transaction and the Provider
Healthcare Portal (Portal) institutional claim.
The instructions for completing the UB-04 paper claim form align with the electronic claim requirements
mandated by the HIPAA Administrative Simplification requirements.
Types of Services Billed on Institutional Claims
Table 3 shows the provider types and the types of services that can be billed on the UB-04 claim form,
Portal institutional claim, or 837I transaction.
Table 3 – Types of Services Billed on an Institutional Claim
Provider Type Type of Services
Ambulatory surgical center (ASC) (Type 02) Outpatient surgical services
Birthing center (Type 08, specialty 088) Normal pregnancy delivery services (vaginal only)
End-stage renal disease (ESRD) clinic
(Type 30)
Renal dialysis services
Home health agency (HHA) (Type 05) Home health services
Hospice (Type 06) Hospice facility services (except waiver services)
Hospital (Type 01) Inpatient facility services (acute care, psychiatric,
rehabilitation, and long-term acute care [LTAC])
Outpatient facility services
Renal dialysis services
Outpatient radiological services (technical component)
Outpatient laboratory services (technical component)
Long-term care (LTC)/extended care facility
(Type 03, specialties 030–033)
Nursing facility (NF) services
Intermediate care facility for individuals with
intellectual disability (ICF/IID) facility services
Community residential facility for the developmentally
disabled (CRF/DD) facility services (this type of
facility may also be called a small ICF/IID)
Rehabilitation facility (Type 04, specialty 040) Rehabilitation facility services
Traumatic brain injury services
Note: Hospital pharmacy take-home, direct care services performed by a physician, and
transportation services provided in a hospital are not billed on institutional claims.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
26 Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Admission and Duration Requirements for Institutional Claims
The following requirements apply to the UB-04 claim form, Portal institutional claim, and 837I transaction:
Always include admitting and principal diagnosis codes for inpatient claims.
Always enter accommodation rates in whole units.
A day begins at midnight and ends 24 hours later.
Any part of a day, including the day of admission, counts as a full day, with the following
exceptions:
– The day of discharge is not counted as a day unless the member is readmitted to the hospital by
midnight on the same day.
– The day of death is the day of discharge and is not counted for inpatient or LTC services.
– Hospice services can include the day of death as a billable date for the hospice portion of the
claim when the member resides in a nursing facility. The date of discharge or death is not
payable for the room-and-board portion of the hospice claim when the member resides in a
nursing facility.
A period of inpatient care that includes at least 1 night in a hospital and is reimbursable under the
IHCP is generally considered an inpatient stay; however, if the admission lasts fewer than 24 hours,
the stay is considered an outpatient service. See the Inpatient Hospital Services module for more
information.
Using Modifiers for Outpatient Hospital Billing
Modifiers may be appended to Healthcare Common Procedure Coding System (HCPCS)/Current
Procedural Terminology (CPT) codes only when clinical circumstances justify the use of the modifier.
Institutional claims must incorporate the correct use of modifiers. A modifier should not be appended to a
HCPCS/CPT code solely to bypass Component Rebundling auditing. The use of modifiers affects the
accuracy of claim billing, reimbursement, and Component Rebundling auditing. If multiple units of the
same procedure are performed during the same session, the provider should roll all the units to a single line,
unless otherwise specified in medical policy.
The IHCP implemented enhanced code auditing into the claim-processing system. This enhanced code
auditing supports the efforts of the Family and Social Services Administration (FSSA) to promote and
enforce correct coding efforts for more appropriate and accurate program reimbursement. See the Modifiers
section of this document for general information about the use of modifiers.
Using ICD Procedure Codes for Inpatient Billing
The International Classification of Diseases (ICD) system includes two types of codes: diagnosis codes
(also known as ICD Clinical Modification, or ICD-CM, codes) and procedure codes (also known as ICD
Procedure Coding System, or ICD-PCS, codes). The IHCP restricts the use of ICD procedure codes on
institutional claims to the reporting of inpatient procedures. ICD procedure codes billed on institutional
claims other than inpatient claims will deny with explanation of benefits (EOB) 4072 − ICD CM procedure
code not allowed for claim type billed per HIPAA regulations. Please verify and resubmit claim as
appropriate.
Claims that deny with EOB code 4072 should be corrected to remove ICD procedure codes and
resubmitted for reimbursement consideration.
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Revenue Codes
Revenue codes are used on institutional billing claims. Providers must use the appropriate revenue code
descriptive of the service or of the setting where the service was delivered. For a table of revenue codes
with descriptions, as well as outpatient reimbursement information for applicable codes, see Revenue
Codes, accessible from the Code Sets page at in.gov/medicaid/providers.
Revenue Codes Not Reimbursable for Outpatient Billing
As indicated in the Revenue Codes table, some revenue codes are noncovered for outpatient billing. Note
that the IHCP excludes outpatient reimbursement for certain codes that national coding guidelines might
indicate are appropriate in an outpatient setting. These revenue codes may still be valid in other institutional
settings, such as inpatient, hospice, LTC, or home health.
Using Treatment Room Revenue Codes for Therapeutic and Diagnostic Injections
Therapeutic and diagnostic injections (including infusions) are performed within a number of treatment
centers in a hospital, including, but not limited to, an operating room (360), emergency room (450), or
clinic (510). Similar to Medicare policy, IHCP policy requires that hospitals report these injections
under the revenue code for the treatment center where injections are performed. This policy is
also consistent with rate setting for treatment rooms, because costs for injections are considered when
establishing treatment room rates. Injections are included in the reimbursement of the treatment room when
other services are provided.
If a patient receives only an injection service, and no other service is provided, the provider is instructed to
bill only the administration code using revenue code 260 – IV Therapy-General. Consistent with national
coding guidelines that indicate infusion administration should be billed with revenue code 260, the IHCP
considers infusions to be a stand-alone service. When performed in conjunction with other services in a
treatment room, providers may bill the infusion administration code along with revenue code 260 on a
separate line from the treatment room. When performing only an infusion, providers may bill only the
administration code along with revenue code 260. See the following section for more information about
using revenue code 260. See the Outpatient Facility Services module for more information about treatment
room billing.
Revenue Codes Linked with Specific Procedure Codes
Providers should follow national guidelines for appropriate use of procedure codes with the revenue code
billed. IHCP exceptions to the standard revenue code linkages follow. For lists of procedure codes linked
to each of the following revenue codes, see Revenue Codes with Special Procedure Code Linkages,
accessible from the Code Sets page at in.gov/medicaid/providers. All claims are subject to postpayment
review.
Revenue Code 260 – IV Therapy – General
The IHCP designates specific procedure codes that can be billed with revenue code 260 – IV therapy –
General to receive separate reimbursement when billed on the same date of service as a treatment room
revenue code. Injection administration (including vaccine administration) is included in the reimbursement
for treatment rooms. See the Outpatient Facility Services module for more information.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
28 Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Note: If an injection or infusion service is the only service rendered on a particular date,
providers are reminded that they should not bill a treatment room revenue code, but
instead should bill only revenue code 260, along with any procedure code
appropriate for billing with revenue code 260 per the national coding guidelines. See
the Using Treatment Room Revenue Codes for Therapeutic and Diagnostic Injections
section for details.
Revenue Code 274 – Prosthetic/Orthotic Devices
The IHCP designates specific procedure codes that may be reimbursed in the outpatient setting when billed
with revenue code 274 – Prosthetic/orthotic devices. No other codes will be reimbursed when billed with
revenue code 274, and revenue code 274 will not be reimbursed when billed without a procedure code listed
on the Procedure Codes Linked to Revenue Code 274 – Prosthetic/Orthotic Devices table in Revenue Codes
with Special Procedure Code Linkages, accessible from the Code Sets page at in.gov/medicaid/providers. See
the Durable and Home Medical Equipment and Supplies module for more information.
Revenue Code 636 – Drugs Requiring Detailed Coding
The IHCP designates specific procedure codes that may be separately reimbursed in the outpatient setting
when billed with revenue code 636 – Drugs requiring detailed coding. No other codes will be reimbursed
when billed with revenue code 636, and revenue code 636 will not be reimbursed when billed without a code
listed on the Procedure Codes Linked to Revenue Code 636 – Drugs Requiring Detailed Coding table in
Revenue Codes with Special Procedure Code Linkages, accessible from the Code Sets page at
in.gov/medicaid/providers.
Revenue Code 724 – Labor Room/Delivery – Birthing Center
The IHCP designates one procedure code that may be separately reimbursed when billed with revenue
code 724 – Birthing center. No other procedure codes will be reimbursed when billed with revenue code 724.
See the Obstetrical and Gynecological Services module for more information.
Revenue Code 920 – Other Diagnostic Services – General
The IHCP designates specific procedure codes that may be separately reimbursed in the outpatient setting
when billed with revenue code 920 – Other diagnostic services – general. No other codes will be reimbursed
when billed with revenue code 920, and revenue code 920 will not be reimbursed when billed without a code
listed on the Procedure Codes Linked to Revenue Code 920 – Other Diagnostic Services – General table in
Revenue Codes with Special Procedure Code Linkages, accessible from the Code Sets page at
in.gov/medicaid/providers.
Revenue Code 929 – Other Diagnostic Services
The IHCP designates specific procedure codes that may be separately reimbursed in the outpatient setting
when billed with revenue code 929 – Other diagnostic services. No other codes will be reimbursed when
billed with revenue code 929, and revenue code 929 will not be reimbursed when billed without a code
listed on the Procedure Codes Linked to Revenue Code 929 – Other Diagnostic Services table in Revenue
Codes with Special Procedure Code Linkages, accessible from the Code Sets page at
in.gov/medicaid/providers.
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Revenue Code 940 – Other Therapeutic Services – General
The IHCP designates specific procedure codes that may be separately reimbursed in the outpatient setting
when billed with revenue code 940 – Other therapeutic services – general. No other codes will be
reimbursed when billed with revenue code 940, and revenue code 940 will not be reimbursed when billed
without a code listed on the Procedure Codes Linked to Revenue Code 940 – Other Therapeutic Services –
General table in Revenue Codes with Special Procedure Code Linkages, accessible from the Code Sets page
at in.gov/medicaid/providers.
Revenue Code Linkages for Managed Care Billing Only
For MCEs only, the IHCP designates specific procedure codes that may be separately reimbursed in the
outpatient setting when billed with the following revenue codes:
Revenue code 912 – Behavioral health treatments/services – Partial hospitalization – Less intensive
Revenue code 913 – Behavioral health treatments/services – Partial hospitalization – Intensive
Revenue code 960 – Professional fees (see also 097X and 098X) – General
No other procedure codes will be reimbursed when billed with the revenue codes indicated, and the revenue
codes indicated will not be reimbursed when billed without the procedure codes listed on the Procedure
Codes Linked to Revenue Codes for Managed Care Billing Only table in Revenue Codes with Special
Procedure Code Linkages, accessible from the Code Sets page at in.gov/medicaid/providers.
These revenue codes are noncovered for FFS claims.
Guidelines for Completing the UB-04 Claim Form
Note: The instructions provided in this section apply to the IHCP guidelines only and are
not intended to replace instructions issued by the National Uniform Billing
Committee (NUBC). The NUBC official UB-04 instruction manual is available by
subscription from the NUBC website at nubc.org.
This section provides a brief overview of the instructions to complete the UB-04 claim form. Noncompliant
UB-04 paper claims are returned to the provider. For instructions about National Provider Identifier (NPI)
requirements, see the National Provider Identifier and One-to-One Match section of this document.
Note: Providers are required to use the standard red-ink form for paper submission. Claims
submitted on black-and-white copies of the UB-04 claim form will be returned, and
providers will have to resubmit the claim on the official red claim form.
UB-04 Claim Form – Field-by-Field Instructions
Table 4 provides basic information about completing the fields (or data elements) on the UB-04 claim
form. Where necessary, the table also notes specific directions applicable to a particular provider type.
Some fields are required to be completed, while others are optional. Required or required, if applicable
fields are indicated by bold type. Optional and not applicable fields are displayed in normal type. The table
refers to each field by the corresponding number (or form locator) used on the form. Providers should use
the NUBC UB-04 billing conventions unless otherwise specified.
Figure 9 shows a sample copy of the UB-04 claim form.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
30 Library Reference Number: PROMOD00004
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Policies and procedures as of July 1, 2019
Version: 4.0
Table 4 – UB-04 Claim Form Fields
Form
Field
Narrative Description/Explanation
1 [SERVICE LOCATION INFORMATION] – Enter the service location name and address
(including the expanded ZIP Code+4) where the patient was seen (this address must match the
service location address currently on file with the IHCP for the group or billing provider
where the service was rendered). Required.
Note: If the U.S. Postal Service provides an expanded ZIP Code for a geographic
area, this expanded ZIP Code must be entered on the claim form.
2 UNLABELED FIELD – Not applicable.
3a PAT CNTL # – Enter the internal patient control (tracking) number. Optional.
3b MEDICAL REC # – Enter the number assigned to the patient’s medical or health record by
the provider. Optional.
4 TYPE OF BILL – Enter the code indicating the specific type of bill. This four-digit code
requires a leading zero plus one digit from each of the four categories, written in the following
sequence:
First position – Zero
Second position – Type of Facility
Third position – Bill Classification
Fourth position – Frequency
For example, the type-of-bill code for hospice is 0822. All positions must be fully coded.
Required.
Note: A current list of type of bill codes is available from the NUBC by subscription.
See the NUBC website at nubc.org. The NUBC maintains this code set, which
is considered an external code set by HIPAA requirements. Therefore, the
IHCP is not responsible for updating the type of bill code set. It is the
provider’s responsibility to monitor the changes made to this external code set.
5 FED. TAX NO. – Not applicable.
6 STATEMENT COVERS PERIOD, FROM/THROUGH – Enter the beginning and ending
service dates included on this bill. Indicate dates in MMDDYY format, such as 012518.
Required.
Note: For inpatient claims that include charges for outpatient services that were
provided within 3 days preceding the admission, the From/Through dates
should reflect the dates of the inpatient stay.
7 UNLABELED FIELD – Not applicable.
8a PATIENT NAME [IDENTIFIER] – Not applicable. Report the IHCP Member ID (also
known as RID) in field 60.
8b PATIENT NAME – Last name, first name, and middle initial of the member. Required.
9a PATIENT ADDRESS [STREET] – Enter the member’s street address. Optional.
9b PATIENT ADDRESS [CITY] – Enter the member’s city. Optional.
9c PATIENT ADDRESS [STATE] – Enter the member’s two-alpha-character state abbreviation.
Optional.
9d PATIENT ADDRESS [ZIP CODE] – Enter the member’s ZIP Code. Optional.
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Form
Field
Narrative Description/Explanation
9e PATIENT ADDRESS [COUNTRY CODE] – Enter the three-character country code, if other
than USA. Optional.
10 BIRTHDATE – Enter the member’s date of birth in an MMDDYYYY format. Optional.
11 SEX – Enter the member’s gender. M for male, F for female. Optional.
12 ADMISSION DATE – Enter the date the patient was admitted to inpatient care in a
MMDDYY format. Required for inpatient and LTC.
13 ADMISSION HR – Enter the code indicating the hour during which the patient was admitted
for inpatient care. Required for inpatient.
Admission Hour Code Structure
Code Time Frame Code Time Frame
00 12 a.m. – 12:59 a.m. 12 12 p.m. – 12:59 p.m.
01 1 a.m. – 1:59 a.m. 13 1 p.m. – 1:59 p.m.
02 2 a.m. – 2:59 a.m. 14 2 p.m. – 2:59 p.m.
03 3 a.m. – 3:59 a.m. 15 3 p.m. – 3:59 p.m.
04 4 a.m. – 4:59 a.m. 16 4 p.m. – 4:59 p.m.
05 5 a.m. – 5:59 a.m. 17 5 p.m. – 5:59 p.m.
06 6 a.m. – 6:59 a.m. 18 6 p.m. – 6:59 p.m.
07 7 a.m. – 7:59 a.m. 19 7 p.m. – 7:59 p.m.
08 8 a.m. – 8:59 a.m. 20 8 p.m. – 8:59 p.m.
09 9 a.m. – 9:59 a.m. 21 9 p.m. – 9:59 p.m.
10 10 a.m. – 10:59 a.m. 22 10 p.m. – 10:59 p.m.
11 11 a.m. – 11:59 a.m. 23 11 p.m. – 11:59 p.m.
14 ADMISSION TYPE – Enter the code indicating the priority of this admission. Required for
inpatient, outpatient, and LTC.
Admission Codes
Code Description
1 Emergency
2 Urgent
3 Elective
4 Newborn
5 Trauma Center
9 Unspecified
15 ADMISSION SRC – Enter the source of the admission. Required for the receiving hospital
for inpatient transfers (use admission source code 4).
16 DHR – Enter the discharge hour (the hour during which the member was discharged from
inpatient care). Valid values are the same as for field 13. Optional.
17 STAT – Enter the patient status code indicating the member’s discharge status as of the
ending service date of the period covered on this bill. Required for inpatient, outpatient,
LTC, home health care, and hospice.
Patient Status Codes
Code Description
01 Discharged to home or self-care, routine discharge
02 Discharged or transferred to another short-term general hospital for inpatient care
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Form
Field
Narrative Description/Explanation
03 Discharged or transferred to skilled nursing facility (SNF)
04 Discharged or transferred to a facility that provides custodial or supportive care
05 Discharged or transferred to a designated cancer center or children’s hospital
06 Discharged or transferred to home under care of organized home health service
organization
07 Left against medical advice or discontinued care
20 Expired
21 Discharged or transferred to court or law enforcement
30 Still a patient
40 Expired at home
41 Expired in a medical facility, such as a hospital, SNF, ICF, or freestanding hospice
42 Expired – place unknown
43 Discharged or transferred to a federal healthcare facility
50 Discharged to hospice – Home
51 Discharged to hospice – Medical facility
61 Discharged or transferred within this institution to hospital-based Medicare swing bed
62 Discharged or transferred to another rehabilitation facility, including rehabilitation
distinct part units of a hospital
63 Discharged or transferred to a long-term care hospital
64 Discharged or transferred to a nursing facility – Medicaid-certified but not Medicare-
certified
65 Discharged or transferred to a psychiatric hospital or psychiatric unit of a hospital
66 Discharged or transferred to a critical access hospital
70 Discharged or transferred to another type of healthcare institution not defined
elsewhere in the code list
81 Discharged to home or self-care with a planned acute care hospital inpatient
readmission
82 Discharged/transferred to a short-term general hospital for inpatient care with a
planned acute care hospital inpatient readmission
83 Discharged/transferred to skilled nursing facility with Medicare certification with a
planned acute care hospital inpatient readmission
84 Discharged/transferred to a facility that provides custodial or supportive care with a
planned acute care hospital inpatient readmission
85 Discharged/transferred to a designated cancer center or children’s hospital with a
planned acute care hospital inpatient readmission
86 Discharged/transferred to home under care of organized home health service
organization with a planned acute care hospital inpatient readmission
87 Discharged/transferred to court/law enforcement with a planned acute care hospital
inpatient readmission
88 Discharged/transferred to a federal health care facility with a planned acute care
hospital inpatient readmission
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Policies and procedures as of July 1, 2019
Version: 4.0
Form
Field
Narrative Description/Explanation
89 Discharged/transferred to a hospital-based Medicare approved swing bed with a
planned acute care hospital inpatient readmission
90 Discharged/transferred to an inpatient rehabilitation facility including rehabilitation
distinct part units of a hospital with a planned acute care hospital inpatient
readmission
91 Discharged/transferred to a Medicare certified long-term care hospital with a planned
acute care hospital inpatient readmission
92 Discharged/transferred to a nursing facility certified under Medicaid but not certified
under Medicare with a planned acute care hospital inpatient readmission
93 Discharged/transferred to a psychiatric hospital or psychiatric distinct part unit of a
hospital with a planned acute care hospital inpatient readmission
94 Discharged/transferred to a critical access hospital with a planned acute care hospital
inpatient readmission
95 Discharged/transferred to another type of healthcare institution not defined elsewhere
in this code list with a planned acute care hospital inpatient readmission
18–24
Seven
maximum
allowed
CONDITION CODES – Enter the applicable codes to identify conditions relating to this bill
that may affect processing. A maximum of seven codes can be entered. Required, if
applicable.
The IHCP uses the following condition codes:
Condition Codes
Code Description
02 Condition is employment related
03 Patient covered by insurance not reflected here
05 Lien is filed
07 Medicare hospice by nonhospice provider
Accommodation Code
Code Description
40 Same-day transfer
Prospective Payment Codes
Code Description
61 Cost outlier
82 Noncovered by other insurance
Special Program Indicator Codes
Code Description
A7 Induced abortion, danger to life
A8 Induced abortion, victim of rape or incest
25–28 CONDITION CODES – Not used.
29 ACDT STATE – Enter the state where the accident occurred. Optional.
30 UNLABELED FIELD – Not applicable.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Form
Field
Narrative Description/Explanation
31a–34b OCCURRENCE CODE/DATE – Enter the applicable code and associated date to identify
significant events relating to this bill that may affect processing. Dates are entered in an
MMDDYY format. A maximum of eight codes and associated dates can be entered.
Required, if applicable.
The IHCP uses the following occurrence codes:
Occurrence Codes
Code Description
01 Auto accident
02 No-fault insurance involved – Including auto accident or other
03 Accident or tort liability
04 Accident or employment related
05 Other accident
06 Crime victim
25 Date benefits terminated by primary payer
27 Date home health plan established or last reviewed
42 Date of discharge – This code is used to show the date of live discharge from the
hospital confinement being billed, from a long-term care facility, or from home health
care or hospice, as appropriate.
52 Certification/recertification date – This code is used to show that an initial examination
or initial evaluation is being billed in a hospital setting. This code bypasses certain PA
editing. Details can be found in the applicable sections of the IAC.
55 Date of death – This code is used to show the date of death.
73 Benefit eligibility – This code is used to bill for home health overhead – One per day.
35a–36b OCCURRENCE SPAN CODE, FROM/THROUGH – Enter the code and associated dates for
significant events relating to this bill. Each occurrence span code must be accompanied by the
span from and through date. Optional.
37 UNLABELED FIELD – Not applicable.
38 UNLABELED FIELD – Not applicable.
39a–41d VALUE CODES – CODE/AMOUNT – Use these fields to identify Explanation of Medicare
Benefits (EOMB) or Medicare Replacement Plan EOB information. The following value
codes must be used along with the appropriate dollar or unit amounts for each. Required, if
applicable.
Value code A1 – Medicare deductible amount
Value code A2 – Medicare coinsurance or copayment amount
Value code 06 – Medicare blood deductible amount
Value code 80 – IHCP covered days
Note: For outpatient and home health crossover claims submitted on the UB-04
paper claim form, providers are also required to complete and submit the
IHCP Third-Party Liability (TPL)/Medicare Special Attachment Form in
conjunction with claim. The form should include the itemized coinsurance,
copayment, deductibles, and blood deductible applied at the detail level. The
form and instructions for completing it are available on the Forms page at
in.gov/medicaid/providers.
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Form
Field
Narrative Description/Explanation
The UB-04 claim form includes 22 lines for fields 42–47. For continuation claims, see the Billing a
Continuation Claim Using the UB-04 Claim Form section of this document
42 REV. CD. – Enter the applicable revenue codes that identify each specific accommodation,
ancillary service, or billing calculation. The appropriate three-digit, numeric revenue code
must be entered to explain each charge entered in field 47. See the IAC for covered services,
limitations, and medical policy rules. Use the most specific revenue code available. Required.
Note: For a list of revenue codes with descriptions, see Revenue Codes,
accessible from the Code Sets page at in.gov/medicaid/providers.
43 DESCRIPTION – Enter a narrative description of the related revenue code category (entered
in field 42). Abbreviations may be used. Only one description per line. Optional.
For National Drug Code (NDC) billing for revenue codes 634, 635, and 636, the following
information is required when applicable:
1. Enter the NDC qualifier of N4 in the first two positions on the left side of the field.
2. Enter the 11-digit numeric NDC code in the “5-4-2” format. Do not include spaces or
hyphens.
3. Enter the drug description.
4. Enter the NDC unit-of-measure qualifier:
– F2 – International Unit
– GR – Gram
– ME – Milligram
– ML – Milliliter
– UN – Unit
5. Enter the NDC quantity (administered amount) with up to three decimal places, such as
1234.567.
44 HCPCS/RATE/HIPPS CODE – Enter the HCPCS code applicable to the service provided.
Only one service code per line is permitted. Required for home health, outpatient, and
ASC services.
This field is also used to identify procedure code modifiers. Provide the appropriate modifier,
as applicable. Up to four modifiers are allowed for each procedure code. This is a 13-character
field. Required, if applicable.
45 SERV. DATE – Provide the date the indicated outpatient service was rendered. Required for
home health, hospice, ESRD, ASC, and outpatient.
CREATION DATE – In field 45, line 23, Enter the date the bill is submitted. Required.
46 SERV. UNITS – Enter the number of units provided for each corresponding revenue code or
procedure code submitted. Six digits are allowed. Units must be billed using whole numbers.
Required.
47 TOTAL CHARGES – Enter the total charges pertaining to the related revenue code for the
STATEMENT COVERS PERIOD (field 6). Ten digits are allowed per line, such as
99999999.99. Required.
TOTALS – In line 23 of this field, enter the sum of all charges billed. For continuation
claims, the sum should be entered only on the last page of the claim. Required.
48 NON-COVERED CHARGES – Not applicable. Information entered in this field and applied
to the bill results in an out-of-balance bill and subsequent denial. Do not enter information in
this field.
49 UNLABELED FIELD – Not applicable.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Form
Field
Narrative Description/Explanation
Fields 50A–55C and 58A–65C are for primary, secondary, and tertiary insurer information. Medicare or
Medicare Replacement Plan is always listed first (row A), if applicable. Other TPL insurers are listed next,
if applicable. The IHCP information is always listed last (see the Third Party Liability module for
exceptions).
50A–50C PAYER NAME – Enter the name of the primary, secondary, and tertiary payer for the claim.
Enter payers in the following order, starting at row A and using the next available row for
each additional payer:
Enter “Medicare” or the name of the Medicare Replacement Plan. Required, if
applicable.
Enter the third-party carrier’s name and additional payer names. Required, if
applicable.
Enter the applicable IHCP payer: Medicaid or 590 Program. Required.
51A–51C HEALTH PLAN ID – Enter plan ID numbers pertaining to Medicare and TPL payers listed
in field 50.
Required, if applicable, for Medicare and TPL rows.
Not applicable for the Medicaid or 590 Program row.
52A–52C REL INFO – Not applicable.
53A–53C ASG BEN – Mark Y for yes, benefits assigned. The IHCP Provider Agreement includes
details about accepting payment for services. Optional.
54A–54C PRIOR PAYMENTS – Enter the amount paid by each carrier listed in fields 50A–50C.
Required, if applicable.
Note: For outpatient and home health claims submitted on the UB-04 paper
claim form, if another insurer made a payment on the claim (including
payments of zero), the IHCP TPL/Medicare Special Attachment Form is
required to be completed and submitted in conjunction with the claim.
The form should include all prior TPL and Medicare payments at the
detail level. The form and instructions for completing it are available
on the Forms page at in.gov/medicaid/providers.
If a TPL or Medicare carrier made a payment on the claim, the
explanation of benefits (EOB) is not required. For requirements related
to IHCP claims when the primary carrier denied the claim or paid at
zero, see the Documenting Denied or Zero-Paid Claims section.
55A–55C EST. AMOUNT DUE – In the appropriate row, enter the amount being billed to the IHCP.
Calculate the estimated amount due by subtracting the amounts in fields 54A–54C from the
amount in row 23 of field 47, TOTAL CHARGES > TOTALS. This field accommodates 10
digits, such as 99999999.99.
Not applicable for Medicare or TPL rows.
Required in Medicaid or 590 Program row.
56 NPI – Enter the 10-digit NPI for the billing provider. Required for healthcare providers.
Note: The billing provider’s taxonomy code should be entered in field 81CCa.
57A–57C OTHER PROVIDER ID – Enter an additional provider identification number for the payers
listed in field 50:
Optional for Medicare or TPL payer rows.
In the Medicaid or 590 Program payer row, enter the IHCP-assigned Provider ID for the
billing provider. Required for atypical providers.
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Form
Field
Narrative Description/Explanation
58A–58C INSURED’S NAME – Enter the last name, first name, and middle initial of the individual
insured by the payers listed in field 50. Required, if applicable. IHCP member name is
required.
59A–59C P. REL – Not applicable.
60A–60C INSURED’S UNIQUE ID – Enter the member’s identification number for the respective
payers entered in fields 50A–50C. Required, if applicable. The 12-digit IHCP Member ID
is required.
61A–61C GROUP NAME – Enter the name of the group or plan through which insurance is provided
to the member by the respective payers entered in fields 50A–50C. Required, if applicable.
62A–62C INSURANCE GROUP NO. – Enter the identification number, control number, or code
assigned by the carrier or administrator (listed in field 50) to identify the group under which
the individual is covered:
Required, if applicable, for Medicare and TPL rows.
Not applicable for the Medicaid or 590 Program row.
63A–63C TREATMENT AUTHORIZATION CODES – Enter the number that indicates the payer
authorized the treatment covered by this bill. Optional.
64A–64C DOCUMENT CONTROL NUMBER – Not applicable.
65A–65C EMPLOYER NAME – Enter the name of the employer that might or does provide healthcare
coverage for the insured individual identified in field 58. Required, if applicable.
66 DX – Enter 0 to indicate ICD-10 codes. Required.
67 [PRINCIPAL DIAGNOSIS CODE] – Provide the ICD code describing the principal
diagnosis; that is, the condition established after study to be chiefly responsible for the
admission of the patient for care. Required.
[POA INDICATOR] – Enter the appropriate present-on-admission (POA) indicator in the
shaded area of field 67. Required for inpatient (except for codes that are exempt from
POA reporting).
Valid POA indicators include:
Y (for yes) – Present at the time of inpatient admission.
N (for no) – Not present at the time of inpatient admission.
U (for unknown) – The documentation is insufficient to determine if the condition was
present at the time of inpatient admission.
W (for clinically undetermined) – The provider is unable to clinically determine whether
the condition was present at the time of inpatient admission.
[Leave blank] (for unreported/not used) – Diagnosis is exempt from POA reporting.
Note: A list of diagnosis codes that are exempt from POA reporting can be
accessed from the ICD-10-CM page at cdc.gov. For inpatient claims,
leave the POA indicator blank only for codes on that list.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Form
Field
Narrative Description/Explanation
67A–Q [OTHER DIAGNOSIS CODES] – Provide the ICD codes corresponding to additional
conditions that coexist at the time of admission, or that develop subsequently, and that have an
effect on the treatment received or the length of stay. Required, if applicable.
[POA INDICATOR] – Enter the appropriate POA indicator in the shaded areas of field
67A–Q. Required for inpatient (except for codes that are exempt from POA reporting).
Valid POA indicators include:
Y (for yes) – Present at the time of inpatient admission.
N (for no) – Not present at the time of inpatient admission.
U (for unknown) – The documentation is insufficient to determine if the condition was
present at the time of inpatient admission.
W (for clinically undetermined) – The provider is unable to clinically determine whether
the condition was present at the time of inpatient admission.
[Leave blank] (for unreported/not used) – Diagnosis is exempt from POA reporting.
Note: A list of diagnosis codes that are exempt from POA reporting can be
accessed from the ICD-10-CM page at cdc.gov. For inpatient claims,
leave the POA indicator blank only for codes on that list.
68 UNLABELED FIELD – Not applicable.
69 ADMIT DX – Enter the ICD diagnosis code provided at the time of admission, as stated by
the physician. Required for inpatient and LTC.
70 PATIENT REASON DX – Enter the ICD diagnosis code that reflects the patient’s reason for
visit at the time of outpatient registration. Required, when appropriate.
71 PPS CODE – Not applicable.
72 ECI – If applicable, use the appropriate external cause of injury (ECI) diagnosis codes
provided at the time of admission, as stated by the physician. ECI codes (also known as E
codes) indicate the external cause of injury, poisoning, or adverse effect. Up to three ECI
codes may be entered. Required, if applicable.
The IHCP does not require a POA indicator in the ECI field. If a POA indicator is entered in
this field, it will be ignored and not used for DRG grouping.
73 UNLABELED FIELD – Not applicable.
74 PRINCIPAL PROCEDURE CODE/DATE – Enter the ICD procedure code that identifies
the principal procedure performed during the period covered by this claim, and the date the
principal procedure described on the claim was performed. Required for inpatient
procedures. Not allowed for any claim type other than inpatient claims.
74a–e OTHER PROCEDURE CODE/DATE – Enter the ICD procedure codes identifying all
significant procedures other than the principal procedure, and the dates the procedures were
performed. Report the codes that are most important for the encounter and specifically any
therapeutic procedures closely related to the principal diagnosis. Required, when
appropriate, for inpatient procedures. Not allowed for any claim type other than inpatient
claims.
75 UNLABELED FIELD – Not applicable.
76 ATTENDING – NPI – Enter the attending physician’s 10-digit numeric NPI. Required for
inpatient, outpatient, ASC, and LTC.
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Form
Field
Narrative Description/Explanation
77 OPERATING – NPI – Enter the operating physician’s 10-digit numeric NPI. Required if
any surgical codes are billed.
78 OTHER NPI – Enter the 10-digit numeric NPI for the other physician (referring/primary
medical provider [PMP]). Required if the ordering, prescribing, or referring (OPR)
physician is not listed in fields 76 or 77.
79 OTHER – NPI – Not applicable.
80 REMARKS – Use this field for claim note text. Provide information, using as many as 80
characters, that may be helpful in further describing the services rendered. Optional.
Note: The REMARKS field is not used systematically for claim processing at
this time, but may be used by the Claims Resolution Unit for more
information if the claim suspends for review during processing.
81CCa–d [ADDITIONAL CODES] – Enter B3 taxonomy qualifier and corresponding 10-digit
alphanumeric taxonomy code. Required, if applicable.
Taxonomy may be needed to establish a one-to-one NPI/Provider ID match if the provider has
multiple locations:
81CCa – First box B3 qualifier, second box taxonomy code for billing provider from field 56
81CCb – Not applicable
81CCc – Not applicable
81CCd – Not applicable
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 9 – UB-04 Claim Form
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 41
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Billing a Continuation Claim Using the UB-04 Claim Form
Providers can prepare a continuation claim, which is a claim with more than one UB-04 claim form
completed as if it is one claim to be processed for payment by the IHCP. Continuation claims cannot
contain more than 66 detail lines or be more than three pages long. Providers must complete the
continuation claim as follows:
Complete the first 22 lines for fields 42-47 on a UB-04 claim form.
Mark the UB-04 claim form page numbers in the area provided on line 23 (PAGE __ of __).
Do not subtotal the charges (field 47, line 23) on the first page of the claim; otherwise, CoreMMIS
reads the pages as separate claims rather than as a single claim.
Complete subsequent UB-04 claim forms (up to two additional pages) for the remaining services
being billed.
Provide a grand total for the continuation claim on the last page of the UB-04 claim form (field 47,
line 23).
Guidelines for Completing Institutional Claims Electronically
The IHCP accepts institutional claims submitted electronically through an 837I transaction or via the Portal.
Providers may submit as many as 27 ICD diagnosis codes on the 837I electronic transaction or Portal
institutional claim, including admit, principal, external cause of injury (ECI), and 24 secondary diagnosis
codes. The provider uses these codes to describe the medical condition of the patient, and the IHCP uses
them to process the transaction. The IHCP processes the first 11 diagnosis codes, including the principal,
admission, and additional diagnosis codes submitted.
CoreMMIS accepts up to 450 service details (the maximum number of details for Medicare) on the 837I
transaction or Portal institutional claim.
The following section provides a step-by-step example of the Portal claim-submission process for an
institutional claim.
For information about completing an 837I electronic transaction, see the following resources:
Electronic Data Interchange module
837I Implementation Guide, available for purchase and download through the Washington
Publishing Company website at wpc-edi.com
837I Companion Guide, available from the IHCP Companion Guides page at
in.gov/medicaid/providers.
For general information about electronic billing, see the Electronic Claims section of this module.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Portal Institutional Claim Submission Process
Note: For general information about submitting claims via the Portal, see the Submit Claim
section.
To submit institutional claims via the Portal, log in, select Claims > Submit Claim Institutional, and
complete these three steps as described in the following sections:
Enter provider, patient, and claim information.
Enter diagnosis codes, other insurance (TPL), condition codes, occurrence codes, value codes, and
surgical procedure information.
Enter service details, attachments, and claim notes.
Step 1: Provider, Patient, and Claim Information
Before entering information, identify whether the claim is for an inpatient or outpatient service. The
Inpatient/Outpatient selection determines which fields are required during later steps of the claim
submission.
Figure 10 – Submit Institutional Claim: Step 1
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Provider Information Section
The Provider Information section displays the billing provider’s NPI or Provider ID and name.
Figure 11– Provider Information Section (Institutional Claim)
Users can identify additional providers associated with the claim as follows:
1. When you click a magnifying glass icon, you can search for a provider in one of three ways:
– Search by ID
– Search by name
– Search by organization
2. Enter the required information and click Search.
3. From the results, click the Provider ID or NPI of the provider you would like to add to the
corresponding field on the claim submission. The chosen provider’s information will automatically
populate the Provider Information section of the claim.
Patient Information Section
The Patient Information section is intended to collect information about the member for whom the claim is
being submitted, and associates all the plan and benefit information to that particular member.
Figure 12 – Patient Information Section (Institutional Claim)
Note: If the system does not find a match based on Member ID, first name, and last name, it
displays the error message, “Member not found,” and the claim submission process
will not be able to continue until valid information is entered.
Claim Information Section
The Claim Information section is intended to collect information about the claim (header-level
instructions).
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Figure 13 – Claim Information Section (Institutional Claim)
The Covered Dates fields are the dates of service for the claim and are used to verify eligibility. Every date
entered on the service detail lines of the claim should be within those two dates.
For lists of applicable codes for the Admission Type and Patient Status fields, see the instructions for
fields 14 and 17 of the UB-04 paper claim form (Table 4). A current list of Type of Bill codes is available
by subscription from the NUBC website at nubc.org.
The Patient Number field is required for all Portal claims. The patient number is the unique identifier
assigned by the provider to use internally to identify the person who received the services.
If you have other insurance information to enter, check the Include Other Insurance box located at the
bottom of the page before clicking Continue. Use this option to create Medicare crossover claims as well as
to enter TPL information on a claim.
After entering all the required information for Step 1, click Continue to proceed to Step 2.
Step 2: Diagnosis Code, Other Insurance (TPL), Condition Codes, Occurrence Codes, and Value Codes
Before entering information for Step 2, review a summary of the provider, patient, and claim information
you entered in Step 1. This summary is located at the top of the Submit Institutional Claim: Step 2 page.
Figure 14 – Submit Institutional Claim: Step 2 – Summary Information
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 45
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Note: The sections and fields that are visible within Step 2 depend on the information
entered in Step 1.
Diagnosis Codes
Add one or more diagnosis codes for the claim. Note that the first diagnosis code entered is considered the
principal (primary) diagnosis code.
For each diagnosis code, follow these steps:
1. Select the diagnosis type. (The default is ICD-CM-10.)
2. Enter the appropriate diagnosis code.
– As you type, diagnosis codes and descriptions will appear in a pop-up window.
– Select the appropriate code from the pop-up window to add it to the Diagnosis Code field.
3. Select the appropriate present-on-admission (POA) indicator, if applicable.
– For inpatient claims, a present-on-admission (POA) indicator is required for all diagnosis codes
except those explicitly exempt from POA reporting.
– A list of diagnosis codes that are exempt from POA reporting can be accessed from the
ICD-10-CM page at cdc.gov.
4. Click Add.
Figure 15 – Diagnosis Codes Panel
To edit a diagnosis code from the list, select the number in the # column. To remove a code from the list,
select Remove from the Action column.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
46 Library Reference Number: PROMOD00004
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Policies and procedures as of July 1, 2019
Version: 4.0
Other Insurance Details
If the IHCP has information about commercial insurance coverage for the member, carrier information will
automatically be displayed in the Other Insurance Details panel. Medicare carrier information must be
added here, if applicable.
Figure 16 – Other Insurance Details
You can add, remove, or edit information in the Other Insurance Details panel:
Click Remove to delete any nonapplicable carriers from the claim.
Click the hyperlinked number in the # column to update a carrier’s information.
Click [+] Click to add a new other insurance to access the section where you can add new
insurance information.
To add a new carrier, follow these steps:
1. Complete all required fields.
– The carrier ID is the identification number the insurance company uses in electronic claim
submission.
– When submitting Medicare or Medicare Replacement Plan crossover claims, you must always
select one of the following options from the Claim Filing Code drop-down menu, depending on
the type of claim:
16-Health Maintenance Organization (HMO) Medicare Risk [for Medicare Replacement Plans]
MA-Medicare Part A
MB-Medicare Part B
For commercial insurance claims, select the claim filing code CI-Commercial Insurance Co.
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 17 – Adding Other Insurance
2. After entering all the required information, click Add to append this carrier to the Other Insurance
Details panel.
Figure 18 – Adding Carriers to Other Insurance Details Panel
3. After you have added other insurance, click on the new carrier’s number in the # column to add
claim adjustment details. Note: This step is for Medicare and Medicare Replacement Plan claims
only; it is not applicable for commercial insurance claims.
4. Enter the required information in the Claim Adjustment Details panel and click Add. Then click
Save. Header adjustment information is required for header-processed crossover claims.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Figure 19 – Claim Adjustment Details Panel
Condition Codes
If required for the claim, enter condition codes:
1. When you type the first few characters into the Condition Code field, a list populates with several
options based on your entry.
2. Choose the code from the options and then click Add.
3. Repeat these steps to add any additional condition codes.
For a list of condition codes used by the IHCP, see the instructions for UB-04 form fields 18–14 in Table 4.
Figure 20 – Condition Codes
Occurrence Codes
If required for the claim, enter occurrence codes:
1. When you type the first few characters into the Occurrence Code field, a list populates with several
options based on your entry.
2. Choose the code from the options.
3. Enter the required from and to dates for the occurrence code.
4. Click Add.
5. Repeat these steps to add any additional occurrence codes.
For a list of occurrence codes used by the IHCP, see the instructions for UB-04 form fields 31a–34b in
Table 4.
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 21 – Occurrence Codes
Value Codes
Value codes identify special circumstances that may affect the processing of a claim.
1. Similar to condition and occurrence codes, when you add value codes, a list populates with several
options based on the first few characters you enter into the Value Code field.
2. Choose a value code from the list, enter an amount in the Amount field, and click Add.
For a list of value codes, see the instructions for UB-04 form fields 39a–41d in Table 4.
Figure 22 – Value Codes
After you enter all information for Step 2 and are ready to continue to Step 3 of the claim, click Continue.
Step 3: Service Details, Attachments, and Claim Notes
Before entering information for Step 3, review a summary of the information entered during Step 1 and
Step 2. This summary is located at the top of the Submit Institutional Claim: Step 3 page.
Figure 23 – Submit Institutional Claim: Step 3 – Summary Information
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
50 Library Reference Number: PROMOD00004
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Policies and procedures as of July 1, 2019
Version: 4.0
Service Details
The Service Details panel is used to enter detail-level information such as service date, revenue code, and
number and type of units. When certain procedure codes are billed on the outpatient claim, National Drug
Code (NDC) information is also required, including NDC number, quantity, and unit of measure. See
Procedure Codes That Require NDCs, accessible from the Code Sets page at in.gov/medicaid/providers for
a table of applicable codes.
Up to 450 service lines are allowed for institutional claims. After you have entered all the detail
information for a service, click Add.
Figure 24 – Adding a Service Detail
Figure 25 – NDC for Service Detail
Figure 26 – Service Details Added
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 51
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Other Insurance for Service Details
When submitting outpatient claims, be sure to complete the other insurance information for each of the
service lines. The primary carrier information should have already been entered for the claim (header level)
in Step 2.
To add other insurance information to each service line, follow these steps:
1. Click the hyperlinked number for each row in the Service Details panel to display the
Other Insurance for Service Detail panel for that service line.
Figure 27 – Other Insurance Information for Service Details
2. Select the carrier name from the Other Carrier drop-down menu and enter information in the
TPL/Medicare Paid Amount and the Paid Date fields.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Figure 28 – Adding Other Carrier Information for a Service Detail
3. Click Add.
4. After saving the other insurance detail information for the service line, add the adjustment. This
adjustment is where amounts such as coinsurance and deductible are entered. Click the hyperlinked
number for the service detail for which you want to add the adjustment. Note: This step is for
Medicare and Medicare Replacement Plan claims only; it is not applicable for commercial
insurance claims.
5. In the Other Insurance for Service Detail panel, click the hyperlinked number in the # column to
access the Claim Adjustment Details panel for that carrier.
6. Enter the adjustment information.
Figure 29 – Adjustment Information for Crossover Claim Details
7. Click Add and then click Save.
Attachments
The Attachments panel is used to upload supporting documents electronically or to indicate that you intend
to mail the appropriate documentation to the IHCP.
1. In the Transmission Method drop-down menu, select FT-File Transfer to upload a file or
BM-By Mail to send documents to the IHCP by mail.
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 30 – Attachment Transmission Methods
Note: If you plan to upload an attachment, be aware that the attachment file size limit is 5 MB
and valid file types for upload include: .bmp, .gif, .jpg, .jpeg, .pdf, .png, .tif, and .tiff.
2. Identify the attachment being mailed uploaded:
– If sending attachment by mail, create a unique attachment control number (ACN) and enter that
number in the Control # field (see Figure 31). This number must match the number submitted on
the IHCP Claims Attachment Cover Sheet (available on the Forms page at
in.gov/medicaid/providers) that is mailed with the documentation. See the Mailing Paper
Attachments for Electronic Claims section for details.
– If sending the attachment using the file transfer method, click Browse in the Upload File field to
locate the file you wish to upload (see Figure 32).
Figure 31 – Attachments Panel Using By Mail Transmission Method
Figure 32 – Attachments Panel Using File Transfer Method
3. Select the appropriate option from the Attachment Type drop-down menu.
4. Click Add after selecting each individual document to attach.
Claim Submission and Processing Section 2: Institutional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Claim Note Information
Although the fields in the Claim Note Information panel are not required, they can be used if needed to
provide clarifying information about the claim, as follows:
1. Select an option from the Note Reference Code drop-down menu:
– Allergies
– Goals, rehabilitation potential, or discharge plans
– Diagnosis description
– Durable medical equipment (DME) and supplies
– Medications
– Nutritional requirements
– Orders for disciplines and treatments
– Functional limitations, reason homebound, or both
– Reasons patient leaves home
– Times and reasons patient not at home
– Unusual home, social environment, or both
– Safety measures
– Supplementary plan of treatment
– Updated information
Note: The Note Reference Code field provides a list of options to identify the functional area
or purpose to which the note applies. The note reference code will not affect processing.
2. Enter any necessary information in the Note Text field.
3. Click Add to add the claim note.
Figure 33 – Claim Note Information Panel
Submit for Final Preview
After you have provided all the information for the claim, click Submit to proceed to the final preview,
from which you can modify or submit the claim.
Section 2: Institutional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Confirm Claim
The Portal displays the claim information for review before you confirm your submission.
Figure 34 – Confirm Institutional Claim
1. Review the information and then select the appropriate option from the bottom of the page:
– If you discover that you need to edit the claim information, use the Back to Step buttons to
navigate to the appropriate step and edit the desired information.
– Click Print Preview to print a copy of the claim information being submitted.
– Click Cancel if you decide not to submit the claim. When you choose to cancel the claim
submission, data entered during the process will be lost and the claim data will not be submitted.
– If, after reviewing the information, you are ready to submit the claim, click Confirm.
Figure 35 – Submitting the Institutional Claim
2. After you click Confirm to submit the claim for processing, the Portal displays the Claim ID and
current claim status.
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Policies and procedures as of July 1, 2019
Version: 4.0
Note: Use the Claim ID as the reference to check the status of your claim or any time you
reference this claim in an inquiry.
Figure 36 – Institutional Claim Submission Confirmation
3. You will also see a few options at the bottom of page:
– The Print Preview button allows you to view and print a copy of your claim receipt.
– The Copy button allows you to select member or claim data to paste into a new claim
submission.
– The New button allows you to start a new institutional claim.
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Policies and procedures as of July 1, 2019
Version: 4.0
Section 3: Professional Claim Billing Instructions
This section provides information about submitting professional claims using the CMS-1500 Health
Insurance Claim Form (CMS-1500 claim form) or its Health Insurance Portability and Accountability Act
(HIPAA)-compliant electronic equivalents: the 837 Health Care Claim: Professional (837P) transaction
and the Provider Healthcare Portal (Portal) professional claim.
The instructions for completing the CMS-1500 paper claim form align with the electronic claim
requirements mandated by the HIPAA Administrative Simplification requirements.
Types of Services Billed on Professional Claims
Table 5 shows the types of services that specific provider types or specialties can bill on the CMS-1500
claim form, the Portal professional claim, or the 837P electronic transaction.
Table 5 – Types of Services Billed on Professional Claims
Provider Type or Specialty Type of Services
Applied behavior analysis (ABA) therapist
(Type 11, specialty 615)
ABA therapy*
Addiction Services
(Type 35, specialties 835 and 836)
Opioid treatment program (OTP) services
Substance use disorder (SUD) residential addiction
treatment facility services
Advanced practice registered nurse (APRN)
(Type 09, specialties 090–093 and 095)
Midwife services
Nurse practitioner services
Nurse anesthetist services
Clinical nurse specialist services
Audiologist (Type 20) Audiology services*
Certified registered nurse anesthetist (CRNA)
(Type 09, specialty 094)
Nurse anesthetist services*
Chiropractor (Type 15) Chiropractic services*
Clinic (Type 08, specialties 081–084 and 087) Family planning services
Federally qualified health center (FQHC) services
Medical services
Nurse practitioner services
Rural health clinic (RHC) services
Therapy services
Surgical services
Comprehensive outpatient rehabilitation
facility (CORF) (Type 04, specialty 041)
Outpatient rehabilitation
Dentist (Type 27) Oral surgery (using Current Procedural Terminology
[CPT] or Healthcare Common Procedure Coding
System [HCPCS] codes)
Durable medical equipment (DME) and home
medical equipment (HME) dealer (Type 25)
DME, HME, and medical supplies*
Genetic counselor (Type 36) Genetic counseling
Hearing aid dealer (Type 22) Hearing aids*
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Provider Type or Specialty Type of Services
Independent diagnostic testing facility
(Type 28, specialties 282 and 283)
Laboratory services – Diagnostic testing only
Laboratory (Type 28, specialties 280 and 281) Laboratory services
Medical Review Team (MRT) Copy Center
(Type 34)
Copying and provision of medical records for the
MRT program*
Mental health provider (Type 11, specialties
110, 111, 114, 115, 611, 612, and 613)
Outpatient mental health and substance use disorder
(SUD) treatment services
Medicaid Rehabilitation Option (MRO) services
Midlevel practitioner billing under the
supervising physician’s rendering National
Provider Identifier (NPI)
Services provided by a midlevel practitioner
Optician (Type 19) Optical services*
Optometrist (Type 18) Optometric services*
Pharmacy (Type 24) Supplies
Physician – Doctor of medicine (MD) and
doctor of osteopathy (DO) (Type 31)
Anesthesia services
Laboratory services
Medical services – Professional component
Mental health services
Radiology services
Renal dialysis services
Surgical services
Early and Periodic Screening, Diagnosis, and
Treatment (EPSDT) services
Physician assistant (Type 10) Physician assistant services
Podiatrist (Type 14) Podiatry services*
Public health agency (Type 13) Medical services
Psychiatric residential treatment facility
(PRTF) (Type 03, specialty 034)
Behavioral health residential treatment
Radiology facility/x-ray clinic (Type 29) Radiological services
School corporation (Type 12) Therapy services – physical, occupational, speech,
and mental health
Audiology services
Nursing services provided by a registered nurse
IEP-required special transportation services on dates
of another covered IEP service
Therapist (Type 17) Therapy services – Physical, occupational, and
speech/language
Transportation provider (Type 26) Transportation services, including hospital-based
ambulance services*
Waiver provider (Type 32) Home and community-based services (HCBS)
waiver services
*Note: An asterisk indicates that the provider type or specialty is limited to a specific set of
procedure codes (or code set) for IHCP reimbursement. See the Code Sets page at
in.gov/medicaid/providers.
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 59
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Using Modifiers on Professional Claims
The IHCP accepts up to four modifiers per procedure code submitted on a professional claim,
including paper CMS-1500 claim forms, 837P transactions, and professional claims submitted through
the Portal. For a list of modifiers used on the CMS-1500 claim form or electronic equivalent, see
Procedure Code Modifiers for Professional Claims, accessible from the Code Sets page at
in.gov/medicaid/providers.
A U modifier indicates that a procedure was altered by circumstance, but not changed in meaning.
Modifiers U1 through U9 and UA through UD are defined as “Medicaid Level of Care 1–13, as defined
by each state.” The IHCP uses many of these modifiers for dual purposes.
Waiver providers must use the U7 modifier for all waiver services. Providers should use modifier U7 even if
other modifiers are required in the procedure code and modifier combination. Failure to add the U7 modifier
and any other required modifier may result in claim denial or an incorrect payment. Claims for waiver
services are currently exempt from National Correct Coding Initiative (NCCI) editing.
Billing Guidance for Dates of Service
Providers must provide the from and to dates, even if the service was for one single date of service. All
services performed or delivered within the same calendar month and in a consecutive-day pattern must be
billed with the appropriate units of service and from and to period. Failure to report the correct date span
and the number of units performed during the date span could result in a claim denial. The following
example shows the proper use of span dates to avoid unnecessary Medically Unlikely Edits (MUE)-related
denials. When similar services are rendered to the same member at multiple service locations on a single
date of service, it is acceptable to bill the total units on a single line item using a single place of service
(POS). Documentation in the medical record must contain the most specific POS for each service rendered.
Example: A community mental health center (CMHC) provides four units of case management
services to a member in the office at 10 a.m. on July 10, 2019, and on the same day provides an
additional three units of case management at 3 p.m. in the member’s home. The CMHC may
bill for seven units of service on one detail of the claim at POS 11 (office) and document in the
medical record the number of units rendered at each individual POS.
Managed care entities (MCEs) may have other specific reimbursement guidelines. Providers rendering
services in the managed care delivery system should contact the MCE with which they are contracted for
information about billing multiple service locations.
National Provider Identifiers for Professional Claims
NPIs are required on the professional claim for all applicable providers:
The NPI of the billing or group provider must be entered in field 33a of the CMS-1500 or
corresponding field on the 837P electronic transaction. On the Portal, the billing or group NPI is
automatically entered on the claim based on the Provider account being used.
Note: It is imperative that providers enter the NPI of the billing or group provider only in
field 33a on the CMS-1500 claim form. Placement of more than one NPI in this field
could result in reimbursement of the claim to the wrong provider. If the IHCP makes
a payment to the wrong provider, the provider must refund the incorrect payment.
Mail refunds to the following IHCP address:
DXC Refunds
P.O. Box 1937, Dept. 104
Indianapolis, IN 46206-1937
Claim Submission and Processing Section 3: Professional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
The NPI of the rendering provider is entered for each service detail of the claim – field 24J of the
CMS-1500 or corresponding field on the 837P or Portal professional claim detail. The Portal and
837P also allow providers to enter a rendering provider NPI at the claim header level.
The NPI of the ordering, prescribing, or referring provider, if applicable, is entered in field 17b
of the CMS-1500 or equivalent field on the 837P or Portal professional claim.
Atypical providers (nonmedical service providers) use their IHCP Provider ID in place of an NPI.
See Table 6 for specific instructions on entering NPIs or Provider IDs on the CMS-1500 claim form. See
the Provider Enrollment module for information about the four provider classifications: billing; group;
rendering; and ordering, prescribing, or referring (OPR).For more information about NPI requirements, see
the National Provider Identifier and One-to-One Match section of this module.
Guidelines for Completing the CMS-1500 Claim Form
Note: The instructions provided in this section apply to the IHCP guidelines only and are
not intended to replace instructions issued by the National Uniform Claim Committee
(NUCC). The NUCC official instruction manual can be accessed at the NUCC
website at nucc.org.
This section provides a brief overview of the instructions for completing the CMS-1500 claim form.
Noncompliant CMS-1500 paper claims are returned to the provider.
Note: Providers are required to use the standard red-ink form for paper submission. Claims
submitted on black-and-white copies of the CMS-1500 claim form will be returned,
and providers will have to resubmit the claim on the official red claim form.
CMS-1500 Claim Form – Field-by-Field Instructions
Table 6 provides information about the fields (or data elements) on the CMS-1500 claim form. Some fields
are required, and others are optional. Required or required, if applicable fields are indicated by bold type.
Optional and Not applicable fields are displayed in normal type. Specific instructions applicable to a
particular provider type are included, where necessary.
The IHCP accepts only the revised version of the CMS-1500 (02/12) paper claim form. Paper claims
submitted on previous versions of the CMS-1500 will not be processed and will be returned to the provider.
Figure 37 shows a sample copy of the CMS-1500, Version 02/12 claim form.
Table 6 – CMS-1500, Version 02/12, Claim Form Fields
Form Field Narrative Description/Explanation
1 [INSURANCE CARRIER SELECTION] – Enter X in the box for Medicaid. Required.
1a INSURED’S I.D. NUMBER (For Program in Item 1) – Enter the IHCP Member ID (also known as
RID). Must be 12 digits. Required.
2 PATIENT’S NAME (Last Name, First Name, Middle Initial) – Provide the member’s last name, first
name, and middle initial obtained from the Interactive Voice Response (IVR) system, electronic claim
submission (ECS), or Portal verification. Required.
3 PATIENT’S BIRTH DATE – Enter the member’s birth date in MMDDYY format. Optional.
SEX – Enter X in the appropriate box. Optional.
4 INSURED’S NAME (Last Name, First Name, Middle Initial) – Not applicable.
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Form Field Narrative Description/Explanation
5 PATIENT’S ADDRESS (No., Street), CITY, STATE, ZIP CODE, TELEPHONE (Include Area Code) –
Enter the member’s complete address information. Optional.
6 PATIENT RELATIONSHIP TO INSURED – Not applicable.
7 INSURED’S ADDRESS (No., Street), CITY, STATE, ZIP CODE, TELEPHONE (Include Area Code) –
Not applicable.
8 RESERVED FOR NUCC USE – Not applicable.
9 OTHER INSURED’S NAME (Last Name, First Name, Middle Initial) – If other insurance is available,
and the policyholder is other than the member shown in fields 1a and 2, enter the policyholder’s name.
Required, if applicable.
9a OTHER INSURED’S POLICY OR GROUP NUMBER – If other insurance is available, and the
policyholder is other than the member noted in fields 1a and 2, enter the policyholder’s policy and group
number. Required, if applicable.
9b RESERVED FOR NUCC USE – Not applicable.
9c RESERVED FOR NUCC USE – Not applicable.
9d INSURANCE PLAN NAME OR PROGRAM NAME – If other insurance is available, and the
policyholder is other than the member shown in field 1a and 2, enter the policyholder’s insurance plan
name or program name. Required, if applicable.
The information in fields 10a–10c is needed for follow-up third-party recovery actions.
10a IS PATIENT’S CONDITION RELATED TO – EMPLOYMENT (Current or Previous) – Enter X in
the appropriate box. Required, if applicable.
10b IS PATIENT’S CONDITION RELATED TO – AUTO ACCIDENT – Enter X in the appropriate box.
Required, if applicable.
PLACE (State) – Enter the two-character state code. Required, if applicable.
10c IS PATIENT’S CONDITION RELATED TO – OTHER ACCIDENT – Enter X in the appropriate
box. Required, if applicable.
10d CLAIM CODES (Designated by NUCC) – Not applicable.
Fields 11 and 11a through 11d are used to enter member insurance information.
11 INSURED’S POLICY GROUP OR FECA NUMBER – Enter the member’s policy and group number
of the other insurance. Required, if applicable.
11a INSURED’S DATE OF BIRTH – Enter the member’s birth date in MMDDYY format. Required, if
applicable.
SEX – Enter an X in the appropriate sex box. Required, if applicable.
11b OTHER CLAIM ID (Designated by NUCC) – Not applicable.
11c INSURANCE PLAN NAME OR PROGRAM NAME – Enter the member’s insurance plan name or
program name. Required, if applicable.
11d IS THERE ANOTHER HEALTH BENEFIT PLAN? – Enter X in the appropriate box. If the response
is Yes, complete fields 9, 9a, and 9d. Required, if applicable.
12 PATIENT’S OR AUTHORIZED PERSON’S SIGNATURE – Not applicable.
13 INSURED’S OR AUTHORIZED PERSON’S SIGNATURE – Not applicable.
14 DATE OF CURRENT ILLNESS, INJURY, OR PREGNANCY (LMP) – For illness, enter the date of
the first symptom. For injury, enter the accident date. For pregnancy-related services, enter the date of the
last menstrual period (LMP). Enter the date in MMDDYY format. Required, if applicable.
QUAL – The qualifier code is not applicable.
15 OTHER DATE – Enter date in MMDDYY format. Optional.
QUAL – The qualifier code is not applicable.
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Policies and procedures as of July 1, 2019
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Form Field Narrative Description/Explanation
16 DATES PATIENT UNABLE TO WORK IN CURRENT OCCUPATION – FROM/TO – If field 10a
is Yes, enter the applicable from and to dates in a MMDDYY format. Required, if applicable.
17 NAME OF REFERRING PROVIDER OR OTHER SOURCE – Enter the name of the referring
physician. For waiver-related services, enter the provider or the case manager name. Required, if
applicable.
Qualifier code is not applicable.
Note: The term referring provider includes physicians primarily responsible for the
authorization of treatment for lock-in or Right Choices Program members.
17a [ID NUMBER OF REFERRING PROVIDER, ORDERING PROVIDER, OR OTHER SOURCE] –
Enter the qualifier in the first box of 17a, indicating what the number reported in the second box (shaded)
of 17a represents. Atypical providers should report the IHCP Provider ID in the second box of 17a.
Healthcare providers should report the taxonomy code in the second box of 17a. A qualifier is required
when entering the IHCP Provider ID or taxonomy.
Qualifiers to report to IHCP:
1D and G2 are the qualifiers that apply to the IHCP Provider ID for the atypical nonhealthcare
provider. The Provider ID includes nine numeric characters and one alpha character for the service
location.
ZZ and PXC are the qualifiers that apply to the provider taxonomy code. The taxonomy code
includes 10 alphanumeric characters. Taxonomy may be needed to establish a one-to-one
NPI/Provider ID match if the provider has multiple locations.
Required when applicable and for any waiver-related services.
17b NPI – Enter the 10-digit numeric NPI of the referring provider, ordering provider, or other source.
Required, if applicable.
18 HOSPITALIZATION DATES RELATED TO CURRENT SERVICES – FROM/TO – Enter the
requested from and to dates in MMDDYY format. Required, if applicable.
19 ADDITIONAL CLAIM INFORMATION (Designated by NUCC) – Not applicable.
20 OUTSIDE LAB? – Not applicable.
CHARGES – Not applicable.
21A–L DIAGNOSIS OR NATURE OF ILLNESS OR INJURY – Enter the ICD diagnosis codes in priority
order. A total of 12 codes can be entered. Required.
ICD Ind. – Enter 0 to indicate that the diagnosis codes in fields 21A–L are ICD-10 diagnosis codes.
Required.
22 RESUBMISSION CODE, ORIGINAL REF. NO. – Applicable for Medicare Part B crossover claims
and Medicare Replacement Plan crossover claims. For crossover claims, the combined total of the
Medicare coinsurance or copayment and deductible must be reported on the left side of field 22, under the
heading Code. The Medicare paid amount (actual dollars received from Medicare or the Medicare
Replacement Plan) must be submitted in field 22, on the right side under the heading Original Ref. No.
Required, if applicable.
Note: When submitting a crossover claim on the CMS-1500 paper claim form, providers
must complete the IHCP Third-Party Liability (TPL)/Medicare Special Attachment
Form and submit with the claim. This form should include Medicare payments and
itemized coinsurance, copayment, and deductibles applied at the detail level. The
form and instructions for completing it are available on the Forms page at
in.gov/medicaid/providers.
23 PRIOR AUTHORIZATION NUMBER – The prior authorization (PA) number is not required, but entry
is recommended to assist in tracking services that require PA. Optional.
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 63
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Form Field Narrative Description/Explanation
A maximum of six detail lines (lines 1–6 in fields 24A–24J) are allowed per CMS-1500 paper claim form.
24A to 24H
Top Half –
Shaded Area
NATIONAL DRUG CODE INFORMATION – The shaded portion of lines 1-6 in fields 24A to 24H is
used to report national drug code (NDC) information for applicable procedure codes (reported in the
bottom half of field 24D). Required, if applicable.
To report this information, begin at the far left, in the top (shaded) half of the appropriate row as follows:
1. Enter the NDC qualifier of N4.
2. Enter the 11-digit numeric NDC code in the “5-4-2” format. Do not include spaces or hyphens.
3. Enter the drug description.
4. Enter the NDC unit-of-measure qualifier:
– F2 – International Unit
– GR – Gram
– ME – Milligram
– ML – Milliliter
– UN – Unit
5. Enter the NDC quantity (administered amount) in the format 9999.999.
24A
Bottom Half
DATE(S) OF SERVICE – From/To – Provide the from and to dates, in MMDDYY format, for each
service listed in lines 1-6. Required.
Note: Date of service is the date the specific services were actually supplied,
administered, dispensed, or rendered to the patient.
For services requiring PA, the “from” date of service cannot be prior to the dates
for which the service was authorized. The “to” date of service cannot exceed the
dates for which the service was authorized.
24B
Bottom Half
PLACE OF SERVICE – Enter the place of service (POS) code for the facility where each service was
rendered. Required.
Note: For a list of POS codes, go to the Place of Service Code Set page on the CMS
website at cms.hhs.gov.
24C
Bottom Half
EMG – Enter an emergency indicator of Y in this field to indicate services (CPT or HCPCS codes in field
24D, lines 1–6) that were for emergency care. Enter Y or N. Required.
24D
Bottom Half
PROCEDURES, SERVICES, OR SUPPLIES
CPT/HCPCS – Enter the appropriate procedure code for the service rendered. Enter only one procedure
code on each detail line. Required.
MODIFIER – Enter the appropriate modifier, if applicable. Up to four modifiers are allowed for each
procedure code. Required, if applicable.
24E
Bottom Half
DIAGNOSIS POINTER – For each procedure code in field 24D, lines 1-6, enter the letter (A–L)
corresponding to the applicable diagnosis codes in field 21. A minimum of one and a maximum of four
diagnosis code pointers can be entered for each line. Required.
Note: The alpha value of A–L entered for the diagnosis pointer will be systematically
converted to match the electronic data interchange (EDI) value of 1–12 as depicted
as follows:
A B C D E F G H I J K L
1_ 2_ 3_ 4_ 5_ 6_ 7_ 8_ 9_ 10 11 12
Claim Submission and Processing Section 3: Professional Claim Billing Instructions
64 Library Reference Number: PROMOD00004
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Policies and procedures as of July 1, 2019
Version: 4.0
Form Field Narrative Description/Explanation
24F
Bottom Half
$ CHARGES – Enter the total amount charged for the procedure performed, based on the number of
units indicated in field 24G. The charged amount is the sum of the total units multiplied by the single unit
charge. Each line is computed independently. This is a 10-digit field. Required.
24G
Bottom Half
DAYS OR UNITS – Enter the number of units being claimed for each procedure code. Six digits are
allowed, and 9999.99 units is the maximum that can be submitted. Required.
24H
Bottom Half
EPSDT Family Plan – If the patient is pregnant, indicate with a P in this field on each applicable line.
Required, if applicable.
24I
Top Half –
Shaded Area
ID. QUAL – Enter the qualifier indicating what the rendering provider number reported in the shaded
area of 24J represents. Required, if applicable.
1D and G2 are the qualifiers that apply to the IHCP Provider ID for atypical, nonhealthcare
providers.
ZZ and PXC are the qualifiers that apply to the provider taxonomy code.
24J
Top Half –
Shaded Area
RENDERING PROVIDER ID. # – Enter the IHCP Provider ID or taxonomy code of the provider that
rendered the service. Required, if applicable.
Provider ID – Atypical providers (for example, certain transportation and waiver service providers)
are required to submit their IHCP Provider ID. If billing for case management, the case manager’s
Provider ID must be entered here. (Provider ID is indicated by qualifier 1D or G2 in field 24I.)
Taxonomy – The taxonomy code includes 10 alphanumeric characters. The taxonomy code is
optional unless required for a one-to-one match. (Taxonomy is indicated by qualifier ZZ or PXC in
field 24I.)
24J
Bottom Half
RENDERING PROVIDER ID. # – NPI – Enter the NPI of the provider that rendered the service.
Required, if applicable.
25 FEDERAL TAX I.D. NUMBER – Not applicable.
26 PATIENT’S ACCOUNT NO. – Enter the internal patient tracking number. Optional.
27 ACCEPT ASSIGNMENT? – The IHCP Provider Agreement includes details about accepting payment
for services. Optional.
28 TOTAL CHARGE – Enter the total of all detail line charges in column 24F. This is a 10-digit field, such
as 99999999.99. Required.
29 AMOUNT PAID – Enter the total payment received from all other sources, excluding the Medicare or
Medicare Replacement Plan paid amount (which is entered in field 22). Combine all applicable items and
enter the total this field. This is a 10-digit field. Required, if applicable.
If another insurer was billed but paid zero, enter 0 in this field.
Note: If another insurer made a payment on the claim (including payments of zero),
providers submitting the claim to the IHCP on a CMS-1500 paper claim form must
complete and submit the IHCP TPL/Medicare Special Attachment Form with the
claim. The form should include all prior payments made at the detail level. The
form and instructions for completing it are available on the Forms page at
in.gov/medicaid/providers.
For documentation requirements related to IHCP claims when the primary carrier
denied the claim or paid at zero, see the Documenting Denied or Zero-Paid Claims
section.
30 RSVD FOR NUCC USE – Not applicable.
31 SIGNATURE OF PHYSICIAN OR SUPPLIER INCLUDING DEGREES OR CREDENTIALS – IHCP
participating providers must have a signature on file; therefore, this field is optional.
DATE – Enter the date the claim was filed. Optional.
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Form Field Narrative Description/Explanation
32 SERVICE FACILITY LOCATION INFORMATION – Enter the facility name and address where the
services were rendered, if other than a private home or the service location on file. This field is optional,
but it helps DXC contact the facility, if necessary. Optional.
32a SERVICE FACILITY LOCATION – NPI – Not applicable.
32b SERVICE FACILITY LOCATION [QUALIFIER AND ID NUMBER] – Not applicable.
33 BILLING PROVIDER INFO & PH # – Enter the service location name and address (including ZIP
Code+4) as listed on the provider enrollment profile for the billing or group provider. The address in this
field should match the service location (practice site) address (not the home office [legal], pay-to, or mail-
to address) on file for the billing or group provider. Required.
Note: If the U.S. Postal Service provides an expanded ZIP Code (ZIP Code+4) for a
geographic area, this expanded ZIP Code must be entered on the claim form.
33a BILLING PROVIDER – NPI – Enter the billing or group provider NPI. Required.
Atypical providers should follow instructions in 33b.
33b BILLING PROVIDER – [QUALIFIER AND ID NUMBER] – If the billing provider is an atypical
provider, enter the qualifier 1D or G2 and the billing provider’s IHCP Provider ID. Healthcare providers
may enter a qualifier of ZZ or PXC and the billing provider taxonomy code. Taxonomy may be needed to
establish a one-to-one NPI/Provider ID match if the provider has multiple locations. Required, if
applicable.
Claim Submission and Processing Section 3: Professional Claim Billing Instructions
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Figure 37 – CMS-1500 Claim Form
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 67
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Guidelines for Completing Professional Claims Electronically
The IHCP accepts professional claims submitted electronically through an 837P transaction or via the
Portal.
As with the CMS-1500 paper claim form, the IHCP recognizes up to 12 ICD diagnosis codes on the 837P
electronic transmission or Portal professional claim. CoreMMIS processes a maximum of 50 detail lines on
the 837P or Portal professional claim; whereas only six detail lines are allowed per paper CMS-1500 claim
form.
The following section provides a step-by-step example of the Portal claim-submission process for a
professional claim.
For information about completing the 837P electronic transaction, see the following resources:
Electronic Data Interchange module
837P Implementation Guide (available for purchase and download through the Washington
Publishing Company website at wpc-edi.com)
837P Companion Guide, available from the IHCP Companion Guides page at
in.gov/medicaid/providers
For general information about electronic billing, see the Electronic Claims section of this module.
Portal Professional Claim Submission Process
Note: For general information about submitting claims via the Portal, see the Submit Claim
section.
To submit professional claims via the Portal, log in, select Claims > Submit Claim Professional, and
complete these three steps as described in the following sections:
Enter provider, patient, and claim information.
Enter diagnosis codes and other insurance (TPL).
Enter service details, attachments and claim notes.
Claim Submission and Processing Section 3: Professional Claim Billing Instructions
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Step 1: Provider, Patient, and Claim Information
Figure 38 – Submit Professional Claim: Step 1
Provider Information Section
The Provider Information section displays the billing provider’s NPI or Provider ID and name, and allows
users to identify the rendering provider, referring provider, and service facility location.
Figure 39 – Provider Information Section (Professional Claim)
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
1. When you click a magnifying glass icon, you can search for a rendering or referring provider or
service facility location in one of three ways:
– Search by ID
– Search by name
– Search by organization
2. Enter the required information and click Search.
3. From the results, click the Provider ID or NPI of the provider you would like to add to the claim
submission. The chosen provider’s information will automatically populate the Provider
Information section.
Patient Information Section
The Patient Information section is intended to collect information about the member for whom the claim is
being submitted, and associates all the plan and benefit information to that particular member.
Figure 40 – Patient Information Section (Professional Claim)
Note: If the system does not find a match based on Member ID, first name, and last name, it
displays the error message, “Member not found,” and the claim submission process
will not be able to continue until valid information is entered.
Claim Information Section
The Claim Information section is intended to collect information about the claim (header-level
instructions).
Figure 41 – Claim Information Section (Professional Claim)
Claim Submission and Processing Section 3: Professional Claim Billing Instructions
70 Library Reference Number: PROMOD00004
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Policies and procedures as of July 1, 2019
Version: 4.0
The Hospital From Date and Hospital To Date fields are the dates of service for the claim. The system
will automatically enter a date range in these two fields that encompasses every date entered in the service
detail lines of the claim.
To indicate pregnancy on the claim, select Pregnancy as the Date Type and enter the date of the last
menstrual period (LMP) in the Date of Current field.
The Patient Number field is required for all Portal claims. The patient number is the unique number
assigned by the provider to use internally to identify the person who received the services.
If you have other insurance information to enter, check the Include Other Insurance box located at the
bottom of the page before clicking Continue. Use this option to create Medicare crossover claims as well as
to enter TPL information on a claim.
After entering all the required information for Step 1, click Continue to proceed to Step 2.
Step 2: Diagnosis Codes and Other Insurance (TPL)
Before entering information for Step 2, review a summary of the provider, patient, and claim information
you entered in Step 1. This summary is located at the top of the Submit Professional Claim: Step 2 page.
Figure 42 – Submit Professional Claim: Step 2 –Summary Information
Note: The sections and fields that are visible within Step 2 depend on the information
entered in Step 1.
Diagnosis Codes
Add one or more diagnosis codes for the claim. Up to 12 diagnosis codes lines are allowed for professional
claims. Note that the first diagnosis code entered is considered the primary diagnosis code. For each
diagnosis code, follow these steps:
1. Select the diagnosis type. (The default is ICD-10-CM.)
2. Enter the appropriate diagnosis code. As you type, diagnosis codes and descriptions will appear in a
pop-up window. Select the appropriate code from the pop-up window to add it to the Diagnosis
Code field.
3. Click Add to add the diagnosis code to the claim.
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 43 – Diagnosis Codes Panel
To edit a diagnosis code from the list, select the number in the # column. To remove a code from the list,
select Remove from the Action column.
Other Insurance Details
If the IHCP has information about commercial insurance coverage for the member, carrier information will
automatically be displayed in the Other Insurance Details panel. Medicare carrier information must be
added here, if applicable.
Figure 44 – Other Insurance Details Panel
You can add, remove, or edit information in the Other Insurance Details panel:
Click Remove to delete any nonapplicable carriers from the claim.
Click the number in the # column to update a carrier’s information.
Click [+] Click to add a new other insurance to access the section where you can add new
insurance information.
See the Other Insurance Details section of the institutional claim example for details about entering TPL or
Medicare information. The process for professional claims is similar to the process for institutional claims.
Step 3: Service Details and Attachments
Before entering information for Step 3, review a summary of the information entered during Step 1 and
Step 2. This summary is located at the top of the Submit Professional Claim: Step 3 page.
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Figure 45 – Submit Professional Claim: Step 3 – Review Summary Information
Service Details
The Service Details panel is used to enter detail-level information such as service date, place of service
code, procedure code, modifiers, diagnosis pointer, number of units, and unit type. If the claim is for an
emergency service, the EMG checkbox must be selected.
When certain procedure codes are billed, National Drug Code (NDC) information is also required,
including NDC number, quantity, and unit of measure. See Procedure Codes That Require NDCs,
accessible from the Code Sets page at in.gov/medicaid/providers for a table of applicable codes. To add
NDC information for a service detail, click [+] to expand the NDC for Service Details panel, and enter the
NDC information for the drug administered.
Up to 50 service lines are allowed for professional claims. After you have entered all the detail information
for a service, click Add.
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 73
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 46 – Adding a Service Detail
Other Insurance for Service Detail
When a professional claim has been submitted and processed by Medicare or another third-party payer, the
Other Insurance for Service Detail section is required. TPL information, including the amount paid by the
other carrier, must be entered for every procedure code. For Medicare and Medicare Replacement Plan
crossover claims, the Claim Adjustment Details section must also be completed, including the applicable
reason code (see Figure 48).
To add other insurance information to each service line, follow these steps:
1. Click the hyperlinked number for each service line in the Service Details panel, and you will be
prompted to provide the Other Insurance for Service Detail information.
Claim Submission and Processing Section 3: Professional Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Figure 47 – Other Insurance for Service Detail
2. Select the carrier name from the Other Carrier drop-down menu and enter information in the
TPL/Medicare Paid Amount and the Paid Date fields.
3. Click Add.
4. After you have saved the other insurance detail information for the service line, you can add the
adjustment. This adjustment is where amounts such as coinsurance and deductible are entered.
Click the hyperlinked number of the service detail for which you want to add the adjustment.
Note: Steps 5 and 6 are for Medicare and Medicare Replacement Plan claims only; this
information is not needed for commercial insurance claims.
5. In the Other Insurance for Service Detail panel, click the hyperlinked number in the # column to
access the Claim Adjustment Details panel for that carrier.
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 75
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 48 – Adjustment Information for Crossover Claim Details
6. Enter the adjustment information and click Add.
7. Click Save.
Attachments
The Attachments panel is used to upload supporting documents electronically or to indicate that you intend
to mail the appropriate documentation to the IHCP.
1. In the Transmission Method drop-down menu, select FT–File Transfer to upload a file or BM–By
Mail to indicate that documents will be sent to the IHCP by mail.
Figure 49 – Attachment Transmission Methods
Note: If you plan to upload an attachment, be aware that the attachment file size limit is 5 MB
and valid file types for upload include: .bmp, .gif, .jpg, .jpeg, .pdf, .png, .tif, and .tiff.
2. Identify the attachment being mailed uploaded:
– If sending attachment by mail, create a unique attachment control number (ACN) and enter that
number in the Control # field (see Figure 50). This number must match the number submitted on
the IHCP Claims Attachment Cover Sheet (available on the Forms page at
in.gov/medicaid/providers) that is mailed with the documentation. See the Mailing Paper
Attachments for Electronic Claims section for details.
– If sending the attachment using the file transfer method, click Browse in the Upload File field to
locate the file you wish to upload (see Figure 51).
Claim Submission and Processing Section 3: Professional Claim Billing Instructions
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 50 – Attachments Panel Using By Mail Transmission Method
Figure 51 – Attachments Panel Using File Transfer Method
3. Select the appropriate option from the Attachment Type drop-down menu.
4. Click Add after selecting each individual document to attach.
Claim Note Information
Although the fields in the Claim Note Information panel are not required, they can be used if needed to
provide clarifying information about the claim, as follows:
1. Select an option from the Note Reference Code drop-down menu:
– Additional Information
– Certification Narrative
– Goals, Rehabilitation Potential, or Discharge Plans
– Diagnosis Description
– Third Party Organization Notes
Note: The Note Reference Code field provides a list of options to identify the functional area
or purpose to which the note applies. The note reference code will not impact
processing.
2. Enter any necessary information in the Note Text field.
3. Click Add to add the claim note.
Figure 52 – Claim Note Information Panel
Section 3: Professional Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 77
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Submit for Final Preview
After you have provided all the information for the claim, click Submit to proceed to the final preview,
from which you can modify or submit the claim.
Confirm Claim
The Portal displays the claim information for review before you confirm your submission.
Figure 53 – Confirm Professional Claim
4. Review the information and then select the appropriate option from the bottom of the page:
– If you discover that you need to edit the claim information, use the Back to Step buttons to
navigate to the appropriate step and edit the desired information.
– Click Print Preview to print a copy of the claim information being submitted.
– Click Cancel if you decide not to submit the claim. When you choose to cancel the claim
submission, data entered during the process will be lost and the claim data will not be submitted.
– If, after reviewing the information, you are ready to submit the claim, click Confirm.
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Policies and procedures as of July 1, 2019
Version: 4.0
Figure 54 – Submitting the Professional Claim
5. After you click Confirm to submit the claim for processing, the Portal displays the Claim ID and
current claim status.
Note: Use the Claim ID as the reference to check the status of your claim or any time you
reference this claim in an inquiry.
Figure 55 – Professional Claim Submission Confirmation
6. You will also see a few options at the bottom of page:
– The Print Preview button allows you to view and print a copy of your claim receipt.
– The Copy button allows you to select member or claim data to paste into a new claim
submission.
– The New button allows you to start a new institutional claim.
Library Reference Number: PROMOD00004 79
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Section 4: Dental Claim Billing Instructions
The Indiana Health Coverage Programs (IHCP) accepts only the American Dental Association (ADA)
2012 Dental Claim Form (ADA 2012 claim form) for dental claims submitted on paper. Dental claims may
also be submitted electronically using the Health Insurance Portability and Accountability Act (HIPAA)-
compliant 837D transaction or the Provider Healthcare Portal (Portal).
The IHCP does not supply dental claim forms, and the forms are not available at in.gov/medicaid/providers.
Providers can obtain dental claim forms from several sources, including the ADA at 1-800-947-4746. The
IHCP returns claims submitted on any other claim form to the provider.
Types of Services Billed on Dental Claims
Table 7 shows the provider types and the types of services that can be billed on the ADA 2012 claim form,
the Portal dental claim, or the 837D electronic transaction.
Table 7 – Types of Services Billed on Dental Claims
Provider Type Types of Services
Dentist (Type 27) Dental services provided by:
General dentist practitioners
Endodontists
Oral surgeons
Orthodontists
Pediatric dentists
Periodontists
Prosthodontists
Medical clinic (Specialty 082) Dental services
Dental clinic (Specialty 086) Dental services
Rendering NPI Required on Dental Claims
All dental claims must include the rendering provider NPI in addition to the billing or group NPI. If more
than one rendering provider performs services on the same patient on the same date of service, these
services must be filed on separate paper claims. If billing electronically (on the Portal or 837D transaction),
multiple rendering providers can be entered on the same claim at the claim detail level.
This requirement also applies to dental claim adjustment requests. If a dental claim or adjustment request is
submitted without the appropriate rendering provider NPI, it will be denied. Denied claims or adjustment
requests must be resubmitted with the necessary corrections.
Providers that have administrator access in the Portal can view a list of the rendering providers linked to
the group and make updates to the list as needed. Providers can also contact Customer Assistance at
1-800-457-4584 to discuss any updates that need to be made to the provider group information.
For more information about NPI requirements, see the National Provider Identifier and One-to-One Match
section.
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Policies and procedures as of July 1, 2019
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Dental Procedure Codes
Providers must bill dental services using Current Dental Terminology (CDT) procedure codes. Only CDT
procedure codes can be billed on the ADA 2012 claim form or its electronic equivalents. Up to 10 procedure
codes can be used on a single ADA 2012 paper claim form; up to 50 may be submitted on an 837D
transaction or Portal dental claim. Currently, no modifiers are approved for use with the CDT code set.
Date-of-Service Definition
All claims must reflect a date of service. The date of service is the date the specific service was actually
supplied, administered, dispensed, or rendered to the patient. For example, when rendering services for
space maintainers or dentures, the date of service must reflect the date the appliance or denture is delivered
to the patient. This requirement is applicable to all IHCP-covered services.
Guidelines for Completing the ADA 2012 Claim Form
Note: The instructions provided in this section apply to the IHCP guidelines only and are
not intended to replace instructions issued by the ADA. The official ADA dental claim
form instruction manual can be accessed from the ADA website at ada.org.
This section provides a brief overview of the instructions for completing the ADA 2012 claim form.
Noncompliant claims submitted for processing are returned to the provider.
ADA 2012 Claim Form – Field-by-Field Instructions
Table 8 describes each field (or data element) of the ADA 2012 claim form. The table uses bold to indicate
fields that are required or required, if applicable. The instructions refer to fields by the number found in the
left corner of each box on the dental claim form. The narrative sequence moves from left to right, top to
bottom, across the claim form.
Note: Each claim form must have all required fields completed, including a total dollar
amount. Providers can list only one procedure code per detail line. If the number of
services exceeds the number of detail lines allowed on the form, providers must
complete an additional claim form.
As described in the Rendering NPI Required on Dental Claims section, all dental providers are required to
include their rendering NPI as well as their billing or group NPI. When two or more dentists are rendering
services for a member, the providers must submit the claims on separate forms to expedite claim
processing.
Figure 56 shows a sample copy of the ADA 2012 claim form.
Section 4: Dental Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 81
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Table 8 – ADA 2012 Claim Form Field Descriptions
Form Field Narrative Description/Explanation
HEADER INFORMATION
1 Type of Transaction (Mark all applicable boxes) – Mark the applicable boxes:
Statement of Actual Services
EPSDT/Title XIX (Early and Periodic Screening, Diagnosis, and Treatment)
Request for Predetermination/Preauthorization
Optional.
2 Predetermination/Preauthorization Number – Enter the prior authorization number. If it
is an emergency situation, write the word Emergency in this field. Required, if applicable.
INSURANCE COMPANY/DENTAL BENEFIT PLAN INFORMATION
3 Company/Plan Name, Address, City, State, ZIP Code – Enter Medicaid as the payer being
billed. Optional.
OTHER COVERAGE
4 Dental? Medical? – Mark the Dental and/or Medical box to indicate whether the member
has other dental or medical coverage, in addition to IHCP coverage. Optional.
5 Name of Policyholder/Subscriber in #4 (Last, First, Middle Initial, Suffix) – If another
insurance is available and the policyholder is other than the member indicated in field 20,
provide the policyholder’s name. Optional.
6 Date of Birth (MM/DD/CCYY) – If another insurance is available and the policyholder is
other than the member indicated in field 20, provide the policyholder’s birth date in
MMDDCCYY format. Optional.
7 Gender – Mark the appropriate box: male (M) or female (F). Optional.
8 Policyholder/Subscriber ID (SSN OR ID#) – Enter the insured’s Social Security number
or other-insurance policy number. Required, if applicable.
9 Plan/Group Number – Enter the plan or group number of the other insurance. Required, if
applicable.
10 Patient’s Relationship to Person Named in #5 – Select the appropriate box to indicate the
relationship between the member and the person named in field 5. Required, if applicable.
11 Other Insurance Company/Dental Benefit Plan Name, Address, City, State, Zip Code –
Enter the requested information for the other insurance carrier. Required, if applicable.
POLICYHOLDER/SUBSCRIBER INFORMATION (FOR INSURANCE COMPANY NAMED IN #3)
12 Policyholder/Subscriber Name (Last, First, Middle Initial, Suffix), Address, City, State,
ZIP Code – Enter the member’s last name, first name, and middle initial as found on the
member’s IHCP identification card. Required for field 12 or field 20.
13 Date of Birth (MM/DD/CCYY) – Enter the member’s date of birth. Optional.
14 Gender – Select the box for the member’s gender. Optional.
15 Policyholder/Subscriber ID (SSN OR ID#) – This field accommodates 12 numeric
characters. The IHCP Member ID (also known as RID) is required for this field.
16 Plan/Group Number – Not applicable.
17 Employer Name – Enter the name of the employer through which the member is insured.
Optional.
PATIENT INFORMATION
18 Relationship to Policyholder/Subscriber in #12 Above – Enter X in the Self box. Optional.
19 Reserved for Future Use.
Claim Submission and Processing Section 4: Dental Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Form Field Narrative Description/Explanation
20 Name (Last, First, Middle Initial, Suffix), Address, City, State, Zip Code – Enter the
member’s last name, first name, and middle initial as found on the member’s IHCP
identification card. Required for field 12 or field 20.
21 Date of Birth – Enter the member’s date of birth. Optional.
22 Gender – Select the box for the member’s gender. Optional.
23 Patient ID/Account # (Assigned by Dentist) – Enter the dental office internal patient
number. Required.
RECORD OF SERVICES PROVIDED
Note: Fields 24–31 apply to each service detail for the claim (lines 1–10).
24 Procedure Date – Enter the date (in MM/DD/CCYY format) that the service was rendered.
Required.
Note: Date of service is the date the specific services were actually supplied,
administered, dispensed, or rendered to the patient. For example, this
date will reflect the date the denture or space maintainer is delivered to
the patient.
25 Area of Oral Cavity – Enter the appropriate code to indicate the affected area of the oral
cavity for the service rendered. (See the Dental Services module for a list of valid area-of-
oral-cavity codes.) Required, if applicable.
(If the procedure code itself identifies a specific area of the oral cavity, or if the service does
not relate to any portion of the oral cavity, leave this field blank.)
26 Tooth System – Enter JP to designate the ADA Universal/National Tooth Designation
System. Required, if applicable.
27 Tooth Number(s) or Letter(s) – Enter the tooth number or letter for the service rendered
(1–32 for permanent dentition and A–T for primary dentition). Required for any procedure
performed on an individual tooth. Required, if applicable.
28 Tooth Surface – Enter the one-letter tooth surface code (or codes) for the service rendered.
(See the Dental Services module for a list of valid tooth surface codes.) Required, if
applicable.
29 Procedure Code – Enter the appropriate ADA CDT procedure code for the service
provided (one per line). Required.
29a Diag. Pointer – Enter the letter(s) from field 34a that identify the diagnosis code(s)
applicable to the dental procedure. List the primary diagnosis pointer first. Optional. If this
field is completed for any service, then fields 34 and 34a are required.
29b Qty. – Enter the number of times (01-99) the procedure identified in field 29 was delivered
to the patient on the date of service in field 24. Required.
30 Description – Optional.
31 Fee – Enter the amount charged for each procedure code listed (lines 1-10). Eight digits are
allowed, including two decimal places. Required.
31a Other Fee(s) – Not used.
32 Total Fee – Enter the total of all the individual detail line charges. Eight digits are allowed,
including two decimal places. Required.
Section 4: Dental Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 83
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Form Field Narrative Description/Explanation
33 Missing Teeth Information (Place an ‘X’ on each missing tooth) – Mark the diagram as
directed. Required, if applicable.
34 Diagnosis Code List Qualifier – Enter AB for ICD-10. Required if field 29a (diagnosis
pointer) is completed for any service line.
34a Diagnosis Code(s) – Enter diagnosis code(s) in A, B, C, D (up to four, with the primary
adjacent to the letter “A”). Required if field 29a (diagnosis pointer) is completed for any
service line.
35 Remarks – Enter only the amount paid by a prior payer. All commercial payments are
required in this field. Required, if applicable.
Note: If another insurer made a payment on the claim (including payments of zero),
providers must complete and submit the IHCP Third-Party Liability (TPL)/
Medicare Special Attachment Form along with the ADA 2012 paper claim
form. The special attachment form should include all prior payments made at
the detail level. The form and instructions for completing it are available on
the Forms page at in.gov/medicaid/providers.
For documentation requirements related to IHCP claims when the primary
carrier denied the claim or paid at zero, see the Documenting Denied or Zero-
Paid Claims section.
AUTHORIZATIONS
36 Patient/Guardian Signature, Date – Optional.
37 Subscriber Signature, Date – Optional.
ANCILLARY CLAIM/TREATMENT INFORMATION
38 Place of Treatment– Enter the place-of-service (POS) code for the type of facility where
treatment was rendered. Required.
Note: Use the same POS codes for this field as are used for professional claims.
For a list of POS codes, go to the Place of Service Code Set page on the CMS
website at cms.hhs.gov.
39 Enclosures (Y or N) – Enter Y or N (for yes or no) to indicate whether or not attachments
are being submitted with the claim. Required if applicable.
40 Is Treatment for Orthodontics? – Mark Yes or No. If Yes is marked, provide the
additional information requested in field 41 and 42. Required if applicable.
41 Date Appliance Placed (MM/DD/CCYY) – Indicate the date an orthodontic appliance was
placed. This information should also be reported in this field for subsequent orthodontic
visits. Required if applicable.
42 Months of Treatment – Enter the total number of months required to complete the
orthodontic treatment. (Note: The number entered here should be the total number of months
from the beginning to the end of the treatment plan, not the number of months remaining.)
Required if applicable.
43 Replacement of Prosthesis – Mark Yes or No:
If the claim does not involve a prosthetic restoration or is for the initial placement of a
crown or a fixed or removable prosthesis, mark No and proceed to field 45.
If the patient has previously had these teeth replaced by a crown or a fixed or
removable prosthesis (for example, bridges and dentures), or the claim is to replace an
existing crown, mark Yes and complete field 44.
Required if applicable.
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Policies and procedures as of July 1, 2019
Version: 4.0
Form Field Narrative Description/Explanation
44 Date of Prior Placement (MM/DD/CCYY) – Enter the date of prior placement of
prosthesis. Required if Yes is marked in field 43.
45 Treatment Resulting From – Mark the appropriate box to indicate whether the treatment is
resulting from occupational illness/injury, an auto accident, or another type of accident.
Required, if applicable.
46 Date of Accident (MM/DD/CCYY) – Enter date. Required, if applicable.
47 Auto Accident State – Enter state of auto accident. Required, if applicable.
BILLING DENTIST OR DENTAL ENTITY
48 Name, Address, City, State, Zip Code – Enter the billing provider office location name,
address, city, state, and nine-digit ZIP Code+4. Required.
49 NPI – Enter the 10-digit numeric NPI of the billing or group provider. Required.
50 License Number – Leave field blank.
51 SSN or TIN – Optional.
52 Phone Number – Optional.
52a Additional Provider ID – Enter the taxonomy code for the billing provider NPI. Required
if needed to establish one-to-one NPI/IHCP Provider ID match, if the provider has
multiple locations.
TREATING DENTIST AND TREATMENT LOCATION INFORMATION
53 Signed (Treating Dentist) – IHCP participating providers must have a signature on file;
therefore, this field is optional.
Date – Provide the date the claim was submitted, in an MMDDYYYY format. Optional.
54 NPI – Enter the rendering provider’s NPI. Required.
Note: If two or more dentists perform services on the same patient on the same
date of service, these services must be filed on separate claims.
55 License Number – Optional.
56 Address, City, State, Zip Code – Enter the rendering provider address. Optional.
56a Provider Specialty Code – Enter the rendering provider taxonomy code for the NPI.
Optional.
57 Phone Number – Optional.
58 Additional Provider ID – Leave field blank.
Section 4: Dental Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 85
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 56 – ADA 2012 Dental Claim Form
Claim Submission and Processing Section 4: Dental Claim Billing Instructions
86 Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Guidelines for Submitting Dental Claims Electronically
The IHCP accepts dental claims submitted electronically through an 837D transaction or via the Portal.
In compliance with HIPAA standards, CoreMMIS accepts 50 service details on the Portal dental claim or
837D transaction.
Providers have the ability to send attachments for claims that are submitted using the Portal or 837
transaction. Examples of attachments include: periodontal charts, explanations of benefits (EOBs), and
past filing documentation. The Portal allows attachments to be uploaded and submitted with the claim.
For 837 transactions, attachments must be sent separately by mail, as described in the Mailing Paper
Attachments for Electronic Claims section.
The following section provides a step-by-step example of the Portal claim-submission process for a dental
claim.
For details about completing an 837D electronic transaction, see the following resources:
Electronic Data Interchange module
837D Implementation Guide, available for purchase and download through the
Washington Publishing Company website at wpc-edi.com
837D Companion Guide, available from the IHCP Companion Guides page at
in.gov/medicaid/providers
For general information about electronic billing, see the Electronic Claims section of this module.
Portal Dental Claim Submission Process
Note: For general information about submitting claims via the Portal, see the Submit Claim
section.
To submit dental claims via the Portal, log in, select Claims > Submit Claim Dental, and complete these
three steps as described in the following sections:
Enter provider, patient, and claim information.
Enter diagnosis codes, missing teeth, and information about other insurance (TPL).
Enter service details, attachments, and claim notes.
Step 1: Provider, Patient, and Claim Information
Step 1 of submitting a dental claim entails adding provider, patient, and claim information.
Section 4: Dental Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 87
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Figure 57 – Submit Dental Claim: Step 1
Provider Information Section
The Provider Information section displays the billing provider’s NPI or Provider ID and name. This section
also allows users to identify the rendering provider and the service facility location.
Figure 58 – Provider Information Section (Dental Claim)
1. When you click a magnifying glass icon, you can search for a provider in one of three ways (select
one tab):
– Search by ID
– Search by name
– Search by organization
2. Enter the required information and click Search.
3. In the Search Results panel, click the Provider ID or NPI of the rendering provider or service facility
location you would like to add to the claim submission. The chosen provider’s information will
automatically populate the corresponding fields of the Provider Information section (Figure 58).
Claim Submission and Processing Section 4: Dental Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Patient Information Section
The Patient Information section is intended to collect information about the member for whom the claim is
being submitted and associates all the plan and benefit information to that particular member.
Figure 59 – Patient Information Section (Dental Claim)
Note: If the system does not find a match based on Member ID, first name, and last name,
the error message, “Member not found,” is displayed. The claim submission process
will not be able to continue until valid information is entered.
Claim Information Section
The Claim Information section is intended to collect general information about the claim.
Figure 60 – Claim Information Section (Dental Claim)
If the claim is for an emergency service, the Emergency checkbox must be selected.
The patient number is the unique number assigned by the provider to use internally to identify the person
who received the services.
If the member has insurance coverage through another carrier, select the Include Other Insurance box
located at the bottom of the page before clicking Continue. This option allows you to enter coordination of
benefits (COB) information (if you do not check this box, the Other Insurance Details panel in Step 2 will
not be visible).
After you enter all required information for Step 1 and are ready to advance to Step 2 of the claim-
submission process, click Continue.
Section 4: Dental Claim Billing Instructions Claim Submission and Processing
Library Reference Number: PROMOD00004 89
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Step 2: Diagnosis Codes, Missing Teeth, and Other Insurance (TPL)
Before entering information for Step 2, review a summary of the provider, patient, and claim information
you entered in Step 1. This summary is located at the top of the Submit Dental Claim: Step 2 panel.
Figure 61 – Submit Dental Claim: Step 2 –Summary Information
Diagnosis Codes
If reporting diagnosis codes, begin typing the code in the Diagnosis Code field. As you type, diagnosis codes
and descriptions will appear in a pop-up window. Select the appropriate code from the pop-up window and
click Add (see Figure 62). Repeat this process to enter additional diagnosis codes for the claim.
Figure 62: Diagnosis Codes Panel
Missing Teeth
If reporting missing teeth, type the tooth number in the Tooth Number field and click Add (see Figure 63).
Repeat this process to enter additional tooth numbers.
Figure 63: Missing Teeth Panel
Claim Submission and Processing Section 4: Dental Claim Billing Instructions
90 Library Reference Number: PROMOD00004
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Other Insurance Details
If other insurance details or TPL insurance information for a member is already in the Portal, that
information will automatically populate fields in the Other Insurance Details panel.
Figure 64 – Other Insurance Details Panel (Dental Claim)
You can add, remove, or edit information in the Other Insurance Details panel.
Click Remove to delete any unneeded carriers from the claim.
Click the hyperlinked number in the # column to update a carrier’s information.
Click [+] Click to add a new other insurance to expand the section where you can add new
insurance information. After all information is entered, click Add to add the new carrier.
Figure 65 – Add a New Insurance Carrier
Section 4: Dental Claim Billing Instructions Claim Submission and Processing
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Policies and procedures as of July 1, 2019
Version: 4.0
Note: The carrier ID is the identification number the insurance company uses in electronic
claim submission. If the carrier ID is unknown, type the carrier name the same as it is
in the “Carrier Name” field.
After you enter all required information for Step 2 and are ready to advance to Step 3, click Continue.
Step 3: Service Details, Attachments, and Claim Note Information
Before entering information for Step 3, review a summary of the information entered during Step 1 and
Step 2. This summary is located at the top of the Submit Dental Claim: Step 3 panel.
Figure 66 – Submit Dental Claim: Step 3 – Summary Information
Service Details
The Service Details panel is used to enter information for each service detail, such as service date, procedure
code, and number of units. Click Add after completing the information for a service detail. Up to 50 detail
lines are allowed per dental claim.
Figure 67 – Service Details Panel (Dental Claim)
Claim Submission and Processing Section 4: Dental Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
Attachments
The Attachments panel is used to upload supporting documents electronically or to indicate that you intend
to mail the appropriate documentation.
Figure 68 – Attachment Transmission Methods
Note: If you plan to upload an attachment, be aware that the attachment file size limit is 5 MB,
and valid file types for upload include: .bmp, .gif, .jpg, .jpeg, .pdf, .png, .tif and .tiff.
1. Select FT–File Transfer to upload a file or BM–By Mail to send documents to the IHCP by mail.
2. Identify the attachment being mailed or uploaded:
– If sending the attachment by mail, create a unique attachment control number (ACN) and enter
that number in the Control # field (see Figure 69). This number must match the number
submitted on the IHCP Claims Attachment Cover Sheet (available on the Forms page at
in.gov/medicaid/providers) that is mailed with the documentation. See the Mailing Paper
Attachments for Electronic Claims section for details.
– If sending the attachment using the file transfer method, click Browse to locate the file you wish
to upload (see Figure 70).
Figure 69 – Attachments Panel Using By Mail Transmission Method
Figure 70 – Attachments Panel Using File Transfer Method
3. Select the appropriate option from the Attachment Type drop-down menu.
4. Click Add after selecting each individual document to attach.
Section 4: Dental Claim Billing Instructions Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Claim Note Information
Although the fields in the Claim Note Information panel are not required, they can be used if needed to
provide clarifying information about the claim as follows:
1. Select Additional Information from the Note Reference Code drop-down menu.
2. Enter any necessary information in the Note Text field.
3. Click Add to add the claim note.
Figure 71 – Claim Note Information Panel
Submit for Final Preview
After you have provided all the information for the claim, click Submit to proceed to the final preview,
from which you can modify or submit the claim.
Confirm Claim
The Portal displays the claim information for review before you confirm your submission.
Figure 72 – Confirm Dental Claim Information
Claim Submission and Processing Section 4: Dental Claim Billing Instructions
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Policies and procedures as of July 1, 2019
Version: 4.0
1. Review the information and then select the appropriate option from the bottom of the page:
– If you discover that you need to edit the claim information, use the Back to Step buttons to
navigate to the appropriate step and edit the desired information.
– Click Print Preview to print a copy of the claim information being submitted.
– Click Cancel if you decide not to submit the claim. When you choose to cancel the claim
submission, data entered during the process will be lost, and the claim data will not be
submitted.
– If, after reviewing the information, you are ready to submit the claim, click Confirm.
Figure 73 – Submitting the Dental Claim
2. After you click Confirm to submit the claim for processing, the Portal displays a claim receipt with
the Claim ID and current claim status.
Note: Use the Claim ID as the reference to check the status of your claim or any time you
reference this claim in an inquiry.
Figure 74 – Dental Claim Submission Confirmation
3. The Submit Dental Claim: Confirmation panel also includes the following options:
– The Print Preview button allows you to view and print a copy of your claim receipt.
– The Copy button allows you to select member or claim data to paste into a new claim
submission.
– The New button allows you to start a new dental claim.
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Policies and procedures as of July 1, 2019
Version: 4.0
Section 5: Coordination of Benefits
Many Indiana Health Coverage Programs (IHCP) members have other insurance in addition to the
IHCP benefits. This other insurance may be a commercial group plan through the member’s employer,
an individually purchased plan, Medicare, or insurance available because of an accident or injury. The IHCP
supplements other available coverage and is primarily responsible for paying only the medical expenses that
other insurance does not cover. If a member does have additional insurance coverage, known as third-party
liability (TPL), the provider is responsible for billing the primary insurance carrier first and then sending any
subsequent requests to the IHCP indicating any payments made by the primary insurance carrier.
See the Third Party Liability module for more information.
Reporting Other Insurance Information on IHCP Claims
Depending on the claim type, the IHCP has specific requirements for reporting other insurance. Information
about other insurance must be reported for all claims where another carrier was billed. For certain claim
types, this information must be reported for each detail of the claim as well as for the claim as a whole.
Information about payments made by anther insurer (including payments of zero, due to the full amount
being applied to a deductible, coinsurance, or copayment), is required at the detail level for the following
types of claims:
Dental (ADA 2012 claim form, Portal dental claim, or 837D transaction)
Home health and home health crossover, including hospice (UB-04 claim form, Portal institutional
claim, or 837I transaction with a corresponding type of bill)
Outpatient and outpatient crossover (UB-04 claim form, Portal institutional claim, or 837I transaction
with an outpatient type of bill)
Professional (also known as medical or physician) and professional crossover (CMS-1500 claim
form, Portal professional claim, or 837P transaction)
Note: Providers using paper claim forms (ADA 2012, UB-04, or CMS-1500) to bill the IHCP
for claims where another carrier made a payment (including payments of zero) must
submit this detail-level information using the IHCP TPL/Medicare Special Attachment
Form. The form and instructions for completing it are available on the Forms page at
in.gov/medicaid/providers. The instructions include a link to a Quick Reference Guide
explaining in detail how to submit paper claims with detail-level TPL information,
both for Medicare crossover claims and for other insurance TPL.
Reporting Other Insurance on 837 Transactions
The 837I, 837P, and 837D transactions all support the submission of TPL and Medicare information at both
the header and detail levels:
Third-party payment information, including Medicare information, is always submitted in the AMT
segment in the 2320 loop.
If applicable, detail paid amounts are submitted in the SVD segment in the 2430 loop.
Medicare deductible, coinsurance, copayment, and blood deductible are submitted in the CAS
segments at either the header or detail level, depending on the claim type.
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Reporting Other Insurance on Provider Healthcare Portal Claims
Providers may enter Medicare or other TPL information on Provider Healthcare Portal (Portal) claims as
follows:
1. Select the Include Other Insurance box in Step 1 of the claim submission process.
2. Enter carrier information, including total TPL/Medicare paid amount, in the Other Insurance Details
panel in Step 2 of the process.
If information about a member’s other insurance already exists in the system, the information will
automatically appear in the Other Insurance Details panel.
– Click Remove to delete any nonapplicable carriers from the claim.
– Click [+] Click to add a new other insurance to add information for a new carrier.
– Click a carrier number to update the information for that carrier.
3. For Medicare or Medicare Replacement Plan crossover claims, after adding the other carrier, click
the hyperlinked number for that carrier in the # column of the Other Insurance Details table and enter
the Claim Adjustment Group Code, Reason Code, and Adjustment Amount information in the Claim
Adjustment Details panel. Then click Add and then Save.
4. If detail-level Medicare or TPL information is required for the claim type, enter it during Step 3 of
the process as follows:
a. Enter the specific service information (such as date of service, procedure code, units of service) in
the Service Details panel and click Add.
b. Select the detail number and enter detail-level Medicare or other TPL information in the Other
Insurance for Service Details panel and click Add.
c. For Medicare or Medicare Replacement Plan crossover claims, select the detail number once
again to access the Other Insurance for Service Details table, and then select the carrier number to
access the Claim Adjustment Details panel to enter the Claim Adjustment Group Code, Reason
Code, and Adjustment Amount information for the service detail selected and then click Add.
d. Repeat this process for each detail on the claim and then click Save.
Reporting Other Insurance on Paper Claims
The CMS-1500, UB-04, and ADA 2012 paper claim forms do not provide a field for submitting Medicare
or other TPL information at the detail level. Therefore, the IHCP encourages providers to use either an
837 electronic transaction or the Portal for submitting claims that require detail-level Medicare or other TPL
information. For providers that choose to continue to submit claims on paper, the IHCP has developed the
IHCP TPL/Medicare Special Attachment Form. This supplemental form must be completed and submitted
along with all paper claims that require detail-level TPL or Medicare information. This form and instructions
for completing the form are available on the Forms page at in.gov/medicaid/providers.
Providers should enter header-level TPL and Medicare information in the appropriate field on the respective
claim form. See the UB-04 Claim Form – Field-by-Field Instructions, CMS-1500 Claim Form – Field-by-
Field Instructions, and ADA 2012 Claim Form – Field-by-Field Instructions sections of this module for
instructions.
Section 5: Coordination of Benefits Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Documenting Denied or Zero-Paid Claims
If a primary insurer makes a payment on a claim, providers are only required to enter the amount of that
third-party payment when submitting the claim (including, when applicable, the IHCP TPL/Medicare
Special Attachment Form) to the IHCP. No further documentation is required.
However, if a primary insurer denies the claim, the provider must submit proof of a valid primary insurance
denial when submitting the secondary claim to the IHCP. For primary insurers other than Medicare or a
Medicare Replacement Plan, additional proof is also required if the primary insurer pays zero on the claim
(for example, due to the full amount being applied to a deductible or copayment).
The provider has two options for providing this proof:
Submit a hard copy of the primary insurance EOB (or equivalent document) as an attachment to the
claim. (For Medicare Replacement Plan EOBs, Medicare Replacement Plan should be written on
the top of the attachment.) Providers enter the zero paid amount on the claim and indicate that an
attachment to the claim exists. The claim will suspend for manual review, and a specialist will
examine the EOB and determine if the denial or zero payment is valid. Providers can submit a copy
of the primary insurance EOB with the IHCP claim in one of these ways:
– Uploaded as an attachment to the claim submitted on the Portal
– Mailed separately as a paper attachment to an electronic claim, following the instructions in the
Mailing Paper Attachments for Electronic Claims section of this module
– Attached to the paper claim submitted by mail
Submit the adjustment reason code (ARC) from the primary insurance EOB with the claim as
follows:*
– In the Claim Adjustment Details panel of the Portal claim
– On the CAS segment of the 837 transaction
– On the IHCP TPL/Medicare Special Attachment Form submitted with the paper claim.
*Note The option to submit the ARC in lieu of attaching an EOB does not apply to
Medicare or Medicare Replacement Plan claims. For claims that were denied by
Medicare or a Medicare Replacement Plan, a copy of the EOB or EOMB must be
attached to the IHCP claim.
Table 9 provides a list of ARCs that the IHCP has deemed to be valid denial ARCs. If a detail
submitted on a claim has a primary carrier payment amount of zero, the provider should still enter the
zero paid amount on the claim. If the provider includes a valid denial ARC from the primary insurer
(other than Medicare or Medicare Replacement Plan), the system accepts the zero payment as valid.
The provider is required to maintain a copy of the primary insurance EOB and is expected to be able
to produce it in the event of a back-end audit.
Table 9 – Valid Adjustment Reason Codes for Denials
ARC Description
4 The procedure code is inconsistent with the modifier used or a required modifier
is missing.
5 The procedure code/bill type is inconsistent with the place of service.
6 The procedure/revenue code is inconsistent with the patient’s age.
7 The procedure/revenue code is inconsistent with the patient’s gender.
8 The procedure code is inconsistent with the provider type/specialty (taxonomy).
9 The diagnosis is inconsistent with the patient’s age.
10 The diagnosis is inconsistent with the patient’s gender.
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ARC Description
11 The diagnosis is inconsistent with the procedure.
12 The diagnosis is inconsistent with the provider type.
26 Expenses incurred prior to coverage.
27 Expenses incurred after coverage terminated.
31 Patient cannot be identified as our insured.
32 Our records indicate that this dependent is not an eligible dependent as defined.
33 Insured has no dependent coverage.
34 Insured has no coverage for newborns.
35 Lifetime benefit maximum has been reached.
45 Charge exceeds fee schedule/maximum allowable or contracted/legislated fee
arrangement.
49 This service is noncovered, because it is a routine/preventive exam or a
diagnostic/screening procedure performed in conjunction with a routine/
preventive exam.
50 These services are noncovered because this is not deemed a “medical necessity”
by the payer.
51 These services are noncovered because this is a pre-existing condition.
53 Services by an immediate relative or a member of the same household are not
covered.
54 Multiple physicians/assistants are not covered in this case.
55 Procedure/treatment/drug is deemed experimental/investigational by the payer.
60 Charges for outpatient services are not covered when performed within a period
of time prior to or after inpatient services.
97 The benefit for this service is included in the payment/allowance for another
service/procedure that has already been adjudicated.
109 Claim/service not covered by this payer/contractor. You must send the
claim/service to the correct payer/contractor.
119 Benefit maximum for this time period or occurrence has been reached.
146 Diagnosis was invalid for the date(s) of service reported.
149 Lifetime benefit maximum has been reached for this service/benefit category.
160 Injury/illness was the result of an activity that is a benefit exclusion.
166 These services were submitted after this payer’s responsibility for processing
claims under this plan ended.
167 These diagnoses are not covered.
168 Services have been considered under the patient’s medical plan. Benefits are not
available under this dental plan.
181 Procedure code was invalid on the date of service.
182 Procedure modifier was invalid on the date of service.
185 The rendering provider is not eligible to perform the service billed.
188 This product/procedure is only covered when used according to FDA
recommendations.
Section 5: Coordination of Benefits Claim Submission and Processing
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ARC Description
193 Original payment decision is being maintained. Upon review, it was determined
that this claim was processed properly.
200 Expenses incurred during lapse in coverage
202 Non-covered personal comfort or convenience services.
204 This service/equipment/drug is not covered under the patient’s current benefit
plan
211 National Drug Codes (NDCs) not eligible for rebate, are not covered.
212 Administrative surcharges are not covered
231 Mutually exclusive procedures cannot be done in the same day/setting.
233 Services/charges related to the treatment of a hospital-acquired condition or
preventable medical error.
234 This procedure is not paid separately.
236 This procedure or procedure/modifier combination is not compatible with another
procedure or procedure/modifier combination provided on the same day
according to the National Correct Coding Initiative or workers compensation state
regulations/fee schedule requirements.
246 This nonpayable code is for required reporting only.
256 Service not payable per managed care contract.
258 Claim/service not covered when patient is in custody/incarcerated. Applicable
federal, state, or local authority may cover the claim/service.
B1 Noncovered visits.
B5/272 Coverage/program guidelines were not met.
B5/273 Coverage/program guidelines were exceeded.
B14 Only one visit or consultation per physician per day is covered.
W3/P14 The benefit for this service is included in the payment/allowance for another
service/procedure that has been performed on the same day.
W8/P19 Procedure has a relative value of zero in the jurisdiction fee schedule; therefore,
no payment is due. To be used for Property and Casualty only.
W9/P20 Service not paid under jurisdiction allowed outpatient facility fee schedule. To be
used for Property and Casualty only.
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Version: 4.0
Section 6: Special Billing Instructions for Specific IHCP Benefit Plans
Some Indiana Healthcare Coverage Programs (IHCP) benefit plans require special billing procedures. This
section provides billing instructions for the following benefit plans:
Medical Review Team
Package E – Emergency Services Only
Medicaid Inpatient Hospital Services Only (for inmates)
For billing instructions specific to other benefit plans, see the appropriate module in the Program-Specific
Modules section of the IHCP Provider Reference Modules page at in.gov/medicaid/providers.
Medical Review Team Billing
Medical Review Team (MRT) claims must be billed using the following procedures:
All group, billing, and rendering providers must be valid participants in the MRT program.
Providers must submit MRT claims via a CMS-1500 claim form, the Provider Healthcare Portal
(Portal) professional claim, or the 837P transaction within 180 days of the date of service.
– Providers submitting claims via the Portal must meet the technical requirements for the Portal
access and have a valid Portal account and password, as described in the Provider Healthcare
Portal module. Providers that currently have a Portal account and password do not need an
additional account and password to submit claims for MRT.
– New providers wanting to use the 837P transaction must complete, submit, and obtain prior
approval of their vendor’s software, trading partner ID, logon ID, and password. Providers should
allow one week to process vendor and account information. Instructions for account setup are
available in the Companion Guide – 837 Professional Claims and Encounters Transaction
from the IHCP Companion Guides page at in.gov/medicaid/providers. Providers that are currently
transmitting claims using the 837P transaction are not required to submit a second application to
submit claims for MRT.
Providers must properly identify and itemize all services rendered.
– For assistance in selecting the procedure code that best describes the MRT services rendered, see
Medical Review Team Codes, accessible from the Code Sets page at in.gov/medicaid/providers.
– All MRT services must be billed with the modifier SE – State and/or federally funded
programs/services on the claim detail. This requirement applies to all claims for MRT services,
and all provider-initiated adjustments or replacement claims for all MRT services.
Providers cannot submit MRT claims for payment with a claim for Medicaid or services for any
other IHCP program.
Providers must submit MRT claims using the member’s 12-digit IHCP Member ID (also known as RID).
MRT claims are subject to all edits and audits not excluded by MRT program requirements.
MRT payment information is available on the Portal-based Remittance Advice (RA) or the 835
electronic transaction.
MRT claim-processing information is reflected on the 276/277 Claim Status Request and Response
Transactions. Providers can inquire on the claim status request and response by sending a secure
correspondence message on the Portal.
At no time will an applicant bear financial responsibility for an MRT claim if the services were requested
by the MRT or county caseworker. MRT claims are paid even if the disability application is denied.
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When providers have questions about procedure codes used for billing MRT services or the resource-based
relative value scale (RBRVS)/Maximum Fee Schedule, or when they require clarification about a specific
code, they should use the provider resources listed in the Introduction to the IHCP module. The complete
Professional Fee Schedule is accessible from the IHCP Fee Schedules page at in.gov/medicaid/providers.
Emergency Services Only (Package E) Billing
For emergency services rendered to members enrolled in benefit Package E, providers must indicate in the
proper field of the claim that the service is an emergency service. Table 10 provides instructions for
completing these fields for paper claims associated with services rendered to Package E members.
Table 10 – Package E Billing Instructions
Claim Type Paper Claim Form Instructions Portal Claim Instructions
Professional On the CMS-1500 claim form:
In field 24C: EMG, enter Y (for yes) for
each applicable detail to indicate that it
was an emergency service.
On the Portal professional claim:
In the Service Details panel in Step 3, select
the EMG box for each applicable detail to
indicate that it was an emergency service.
Dental On the ADA 2012 claim form:
In field 2: PREDETERMINATION/
PREAUTHORIZATION NUMBER,
enter the word Emergency to indicate
that the claim is for an emergency
situation.
In field 29: PROCEDURE CODE, enter
only appropriate procedure codes that
have been designated by the IHCP as
emergency dental services.
If applicable, in field 45: TREATMENT
RESULTING FROM, indicate if the
treatment is the result of an occupational
illness or injury, an auto accident, or other
accident.
On the Portal dental claim:
In the Claim Information panel in Step 1,
select the Emergency box to indicate that the
claim is for an emergency situation.
Also in the Claim Information panel in
Step 1, if the treatment is a result of an
occupational illness or injury, auto accident,
or other accident, select the appropriate
option from the drop-down menu in the
Accident Related field.
In the Service Details panel in Step 3, enter
only appropriate procedure codes that have
been designated by the IHCP as emergency
dental services in the Procedure Code field.
Inpatient On the UB-04 claim form for inpatient
claims:
In field 14: ADMISSION TYPE, enter a
type code of 1 for an emergency
admission.
On the Portal institutional claim, for inpatient
billing:
In the Claim Information panel in Step 1,
enter 1 – Emergency in the Admission Type
field.
Outpatient On the UB-04 claim form for outpatient
claims:
In field 67: [PRINCIPAL DIAGNOSIS
CODE], enter the appropriate emergency
diagnosis code.
On the Portal institutional claim, for
outpatient billing:
In the Diagnosis Codes panel in Step 2,
enter the appropriate emergency diagnosis
code in the first (primary) position.
IHCP Drug Claim
Form
Field 03: EMERGENCY – Enter YES for
emergency services.
Field 11: DAYS SUPPLY – Days supply
must be less than 5 for emergency services.
Not applicable
IHCP Compounded
Prescription Claim
Form
Field 04: EMERGENCY – Enter YES for
emergency services.
Field 13: DAYS SUPPLY – Days supply
must be less than 5 for emergency services.
Not applicable
Section 6: Special Billing Instructions for Specific IHCP Benefit Plans Claim Submission and Processing
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Policies and procedures as of July 1, 2019
Version: 4.0
The IHCP does not cover nonemergency services furnished to individuals enrolled in Package E.
The patient may be billed for these services if notified of noncoverage prior to rendering care. See the
Provider Enrollment module for information about billing an IHCP member for noncovered services.
Medicaid Inpatient Hospital Services Only (for Inmates) Billing
The IHCP covers inpatient services for IHCP-eligible inmates admitted as inpatients to an acute care
hospital, nursing facility, or intermediate care facility. Reimbursement is available only for services
provided between inpatient admission and discharge, and for physician services provided during an
emergency department visit that results in an inpatient admission. When an inmate is admitted to the
inpatient facility, the correctional facility medical provider will assist the inmate in completing the Indiana
Application for Health Coverage. Prior authorization is not required for an inmate’s inpatient admission.
Billing providers should follow current procedures for submitting claims to the correctional facility medical
provider until that provider notifies the billing provider that the inmate is eligible for IHCP coverage,
indicating that the claim should be billed to the IHCP, instead. In instances where eligibility is determined
after the correctional facility medical provider has made payment, an adjusted RA will be issued, indicating
IHCP eligibility and recouping payment for the eligible inmate.
Upon notification of the inmate’s IHCP eligibility, billing providers must verify member eligibility and
submit claims to the IHCP using their standard transaction method. The IHCP Eligibility Verification
System (EVS) indicates a benefit plan of Medicaid Inpatient Hospital Services Only for inmates with this
coverage. The correctional facility medical provider will retroactively review claims submitted to the IHCP
and will initiate adjustments for unapproved services. If unapproved services were paid by the IHCP, the
current IHCP recoupment process will be followed.
The following provider specialties are allowed to bill for inpatient or qualifying emergency department
services for inmates:
Hospitals with the following provider specialties may bill for inpatient services for inmates:
– 010 – Acute Care
– 012 – Rehabilitation
– 013 – Long Term Acute Care
Institutional providers (hospitals, nursing facilities, or intermediate care facilities) bill for inpatient
or qualifying emergency department services on a UB-04 claim form or electronic equivalent (Portal
institutional claim or 837I transaction).
Provider specialties appropriate to bill for services rendered during an inpatient stay or qualifying
emergency department visit may bill for services rendered to inmates on a CMS-1500 claim form or
electronic equivalent (Portal professional claim or 837P transaction).
Note: Reimbursement is available only to facilities that are not primarily operated by law
enforcement authorities. Facilities primarily operated by law enforcement authorities
are considered correctional facilities.
For more information about eligibility and services covered under this benefit plan, see the Member
Eligibility and Benefit Coverage module.
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Section 7: Ordering, Prescribing, and Referring Practitioner Requirements
When providing medical services or supplies resulting from an order, prescription, or referral, federal
regulations require providers to include the National Provider Identifier (NPI) of the ordering, prescribing,
or referring (OPR) practitioner on Medicaid claims. Reimbursement to the billing provider requires the
OPR practitioner to be enrolled in Medicaid. For more information about enrolling as an OPR practitioner,
see the Provider Enrollment module.
To comply with these provisions, the IHCP claim adjudication process verifies both the presence of a valid
OPR practitioner NPI and the OPR practitioner’s enrollment in the IHCP. Medical claims will be denied if
an NPI for the OPR practitioner is not present on the claim or if the OPR practitioner is not enrolled as an
IHCP provider.
Inclusion of an NPI for the OPR practitioner applies to paper claims, electronic claims submitted via the
Provider Healthcare Portal (Portal), and 837 Health Insurance Portability and Accountability Act (HIPAA)
5010 or National Council for Prescription Drug Programs (NCPDP) D.0 electronic transactions. Reporting
the OPR practitioner’s NPI applies to Medicare crossover, third-party liability (TPL), and Medicaid
primary claims.
For prescriptions written by a prescriber within a hospital or a federally qualified health center (FQHC),
the billing provider may use the NPI of the hospital or FQHC in the prescriber field. If the prescriber is not
enrolled, a pharmacist may dispense and be reimbursed for up to a 72-hour supply of a covered outpatient
drug as an “emergency supply.”
Using inaccurate NPIs, such as using one prescriber’s NPI on a claim for a prescription from a different
prescriber, is strictly forbidden and will subject the pharmacy provider to recoupment of payment and
possible sanction. The Family and Social Services Administration (FSSA) and its contractors will monitor
providers’ compliance via postpayment review and, if necessary, will refer noncompliant providers to the
Indiana Medicaid Fraud Control Unit (MFCU).
Verifying OPR Enrollment
IHCP providers that render services or supplies should use the OPR Provider Search Tool (accessible from
in.gov/medicaid/providers) to verify IHCP enrollment of the ordering, prescribing, or referring practitioner
before services or supplies are provided.
Note: The OPR search is date-of-service specific. Entering a single date of service for a
span date is not recommended. For the most accurate enrollment status information,
providers are advised to perform separate searches for each date in the date span.
Specialties Required to Include OPR NPI on All Claims
Claims from the following specialties will not adjudicate without the NPI of the provider that ordered,
prescribed, or referred the services or supplies:
050 – Home Health Agency
170 – Physical Therapist
171 – Occupational Therapist
173 – Speech/Hearing Therapist
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240 – Pharmacy
250 – Durable Medical Equipment (DME) Supply Dealer – Including pharmacies
251 – Home Medical Equipment (HME) Dealer – Including pharmacies
280 – Independent Laboratory
281 – Mobile Laboratory
282 – Independent Diagnostic Testing Facility (IDTF)
283 – Mobile Independent Diagnostic Testing Facility (IDTF)
290 – Free-Standing X-Ray Clinic
291 – Mobile X-Ray Clinic
300 – Freestanding Renal Dialysis Clinic
333 – Pathologist
Entering OPR Information on Claims
The following tables indicate the fields in which the ordering, prescribing, or referring provider’s NPI must
appear when it is required on a professional or institutional claim.
Table 11 – Entering OPR Information on a Professional Claim
Claim Submission Format Form Field or Data Element
CMS-1500 claim form Field 17b – Referring Provider or Other Source NPI
837P professional electronic data interchange
(EDI) batch transaction
Loop 2310A – Referring Provider
NM101 = P3 or DN NM109 = NPI
Provider Healthcare Portal – Professional claim Referring Provider ID field
Table 12 – Entering OPR Information on an Institutional Claim
Claim Submission Format Form Field or Data Element
UB-04 claim form Field 78 – Other NPI
(if not already listed in fields 76 or 77)
837I institutional EDI batch transaction Loop 2310B – Operating Provider
NM101 = 72, NM109 = NPI
Loop 2310C – Other Operating Provider
NM101 = ZZ, NM109 = NPI
Provider Healthcare Portal – Institutional claim Operating Provider ID field
Other Operating Provider ID field
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Section 8: Claim Processing Overview
Claims for services provided to members of the Indiana Health Coverage Programs (IHCP) may be
submitted for payment consideration on standardized paper claim forms or electronically, using
837 transactions or the Provider Healthcare Portal (Portal). The fee-for-service (FFS) claim processing
procedures in this section apply to all IHCP claim types except pharmacy.
Note: Pharmacies submit drug claims at the point of sale (POS). The claims are adjudicated
immediately, as long as all information is included and correct. Information about
pharmacy claims is included in the Pharmacy Services module.
Claim ID Number
IHCP claims are identified, tracked, and controlled using a unique 13-digit Claim ID assigned to each
claim. The Claim ID numbering sequence identifies when the claim was received and the claim submission
media used. This information assists providers with tracking claims, as well as tracking Remittance Advice
(RA) or 835 transaction reconciliations.
Note: On the RA, the Claim ID is identified as ICN (internal control number).
Table 13 describes the Claim ID format codes: R R, Y Y, J J J, and S S S S S S.
Table 13 – Claim ID Format
Code Description
R R These two digits refer to the region code or the submission source assigned to a
particular type of claim. See the Region Codes section of this document for more
information.
Y Y These two digits refer to the calendar year the claim was received. For example, all
claims received in calendar year 2014 would have 14 in this field.
J J J These three digits refer to the Julian date the claim was received. Julian dates are
shown on many calendars as days elapsed since January 1. There are 365 days in a
year, 366 in a leap year. Table 15 and Table 16 display the Julian dates for a regular
year and a leap year.
S S S S S S The first three digits represent a systematically assigned sequence number. The next
three digits refer to sequential numbering of a particular claim within a particular
batch. Paper claim batches have a maximum of 100 individual claims within a batch;
electronic claims have a maximum of 1,000 individual claims within a batch.
Note: For the first claim in a batch, the final three sequence numbers
are 000. For the last claim in a batch, the final three sequence
numbers are 099 for paper claims or 999 for electronic claims.
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Region Codes
Table 14 describes region codes for specific claim types.
Table 14 – Region Codes
Code Description
00 All claim regions
10 Paper claims with no attachments
11 Paper claims with attachments
20 Electronic claims (837 transaction) with no attachments
21 Electronic claims (837 transaction) with attachments
22 Internet claims (Provider Healthcare Portal) with no attachments
23 Internet claims (Provider Healthcare Portal) with attachments
24 Hoosier Healthwise managed care entity (MCE)-denied encounter claims
27 Healthy Indiana Plan (HIP) and Hoosier Care Connect MCE denied encounter claims
30 HIP encounter claims
32 HIP encounter replacements/voids
33 HIP encounter mass replacements
34 HIP reprocessed denied encounter claims
40 Fee-for-service (FFS) original claim converted from former Medicaid Management
Information System (MMIS) to CoreMMIS
41 Encounter original shadow claim converted from former MMIS
42 FFS original special projects region 90 claims converted from former MMIS
44 Encounter adjusted shadow claims converted from former MMIS
45 FFS adjusted claims converted from former MMIS
47 Encounter voided shadow claims converted from former MMIS
48 FFS voided claims converted from former MMIS
49 History only member link claims
50 Paper single replacement claim, noncheck or automatic Surveillance and Utilization Review
(SUR) agency noncheck (for partial replacement)
51 Replacement claims, check related (for paper or automatic SUR agency, partial refund)
52 Mass replacements non-check-related
54 Stale dated check voids
55 Mass replacement, institutional provider retroactive rate
56 Mass void request or single claim void (paper or SUR full recoupments)
57 Replacements – void check related (paper or SUR full recoupments)
61 Provider replacement – Electronic with an attachment or claim note
62 Provider replacement – Electronic without an attachment or claim note
63 Provider-initiated electronic void
64 Waiver liability (formerly referred to as spend-down) or end-stage renal disease (ESRD)
liability end of month (EOM) auto-initiated mass replacement
70 Encounter claims
72 Encounter claims replacements/voids
73 Encounter mass replacements
74 Reprocessed denied encounter claims
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Code Description
75 Nonemergency medical transportation (NEMT) encounter claim
76 NEMT encounter replacement
77 NEMT encounter void
78 NEMT encounter mass replacement
79 NEMT reprocessed denied encounter claims
80 Reprocessed denied claims
91 Special batch requiring manual review
Julian Dates
Julian dates and corresponding calendar dates for a regular year and a leap year are listed in Tables 15 and 16.
Table 15 – Julian Dates – Regular Year
DAY JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC DAY
1 001 032 060 091 121 152 182 213 244 274 305 335 1
2 002 033 061 092 122 153 183 214 245 275 306 336 2
3 003 034 062 093 123 154 184 215 246 276 307 337 3
4 004 035 063 094 124 155 185 216 247 277 308 338 4
5 005 036 064 095 125 156 186 217 248 278 309 339 5
6 006 037 065 096 126 157 187 218 249 279 310 340 6
7 007 038 066 097 127 158 188 219 250 280 311 341 7
8 008 039 067 098 128 159 189 220 251 281 312 342 8
9 009 040 068 099 129 160 190 221 252 282 313 343 9
10 010 041 069 100 130 161 191 222 253 283 314 344 10
11 011 042 070 101 131 162 192 223 254 284 315 345 11
12 012 043 071 102 132 163 193 224 255 285 316 346 12
13 013 044 072 103 133 164 194 225 256 286 317 347 13
14 014 045 073 104 134 165 195 226 257 287 318 348 14
15 015 046 074 105 135 166 196 227 258 288 319 349 15
16 016 047 075 106 136 167 197 228 259 289 320 350 16
17 017 048 076 107 137 168 198 229 260 290 321 351 17
18 018 049 077 108 138 169 199 230 261 291 322 352 18
19 019 050 078 109 139 170 200 231 262 292 323 353 19
20 020 051 079 110 140 171 201 232 263 293 324 354 20
21 021 052 080 111 141 172 202 233 264 294 325 355 21
22 022 053 081 112 142 173 203 234 265 295 326 356 22
23 023 054 082 113 143 174 204 235 266 296 327 357 23
24 024 055 083 114 144 175 205 236 267 297 328 358 24
25 025 056 084 115 145 176 206 237 268 298 329 359 25
26 026 057 085 116 146 177 207 238 269 299 330 360 26
27 027 058 086 117 147 178 208 239 270 300 331 361 27
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DAY JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC DAY
28 028 059 087 118 148 179 209 240 271 301 332 362 28
29 029 088 119 149 180 210 241 272 302 333 363 29
30 030 089 120 150 181 211 242 273 303 334 364 30
31 031 090 151 212 243 304 365 31
Table 16 – Julian Dates – Leap Year
DAY JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC DAY
1 001 032 061 092 122 153 183 214 245 275 306 336 1
2 002 033 062 093 123 154 184 215 246 276 307 337 2
3 003 034 063 094 124 155 185 216 247 277 308 338 3
4 004 035 064 095 125 156 186 217 248 278 309 339 4
5 005 036 065 096 126 157 187 218 249 279 310 340 5
6 006 037 066 097 127 158 188 219 250 280 311 341 6
7 007 038 067 098 128 159 189 220 251 281 312 342 7
8 008 039 068 099 129 160 190 221 252 282 313 343 8
9 009 040 069 100 130 161 191 222 253 283 314 344 9
10 010 041 070 101 131 162 192 223 254 284 315 345 10
11 011 042 071 102 132 163 193 224 255 285 316 346 11
12 012 043 072 103 133 164 194 225 256 286 317 347 12
13 013 044 073 104 134 165 195 226 257 287 318 348 13
14 014 045 074 105 135 166 196 227 258 288 319 349 14
15 015 046 075 106 136 167 197 228 259 289 320 350 15
16 016 047 076 107 137 168 198 229 260 290 321 351 16
17 017 048 077 108 138 169 199 230 261 291 322 352 17
18 018 049 078 109 139 170 200 231 262 292 323 353 18
19 019 050 079 110 140 171 201 232 263 293 324 354 19
20 020 051 080 111 141 172 202 233 264 294 325 355 20
21 021 052 081 112 142 173 203 234 265 295 326 356 21
22 022 053 082 113 143 174 204 235 266 296 327 357 22
23 023 054 083 114 144 175 205 236 267 297 328 358 23
24 024 055 084 115 145 176 206 237 268 298 329 359 24
25 025 056 085 116 146 177 207 238 269 299 330 360 25
26 026 057 086 117 147 178 208 239 270 300 331 361 26
27 027 058 087 118 148 179 209 240 271 301 332 362 27
28 028 059 088 119 149 180 210 241 272 302 333 363 28
29 029 060 089 120 150 181 211 242 273 303 334 364 29
30 030 090 121 151 182 212 243 274 304 335 365 30
31 031 091 152 213 244 305 366 31
Section 8: Claim Processing Overview Claim Submission and Processing
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Internal Control Number/Claim ID Examples
The following examples illustrate the ICN/Claim ID sequence on the RA:
A dental claim submitted on the ADA 2012 paper claim form with no attachments received on
August 1, 2019, is assigned the ICN/Claim ID 1019213099000.
– Digits 1 and 2 (10) – Region code (paper claim without attachments)
– Digits 3 and 4 (19) – Year the claim was received (2019)
– Digits 5–7 (213) – Julian date received (August 1)
– Digits 8–10 (099) – Sequential numbers systematically assigned
– Digits 11–13 (000) – Claim number systematically assigned within the batch (first in the batch)
A professional claim submitted using the 837P electronic transaction, with no attachments, received
on March 1, 2019, is assigned the ICN/Claim ID 2019060699215.
– Digits 1 and 2 (20) – Region code (electronic claim [837 transaction] with no attachments)
– Digits 3 and 4 (19) – Year the claim was received (2019)
– Digits 5–7 (060) – Julian date received (March 1)
– Digits 8–10 (699) – Sequential numbers systematically assigned
– Digits 11–13 (215) – Claim number systematically assigned within the batch (216th)
An outpatient claim submitted via the Portal, with attachments, received on June 16, 2020 (a leap
year), is assigned the ICN/Claim ID 2320168147033.
– Digits 1 and 2 (23) – Region code (Internet [Portal] claim with attachments)
– Digits 3 and 4 (20) – Year the claim was received (2020)
– Digits 5–7 (168) – Julian date received ( June 16 in a leap year)
– Digits 8–10 (147) – Sequential numbers systematically assigned
– Digits 11–13 (033) – Claim number systematically assigned within the batch (34th)
Paper Claim Processing
A step-by-step review of paper claim processing, also known as manual or hard-copy claim processing,
follows:
1. The provider completes claims according to the instructions in this module and mails them to the
appropriate claim-processing address. Mailing addresses are found in the IHCP Quick Reference
Guide at in.gov/medicaid/providers.
2. The U.S. Postal Service delivers claims to DXC by routine mail, special delivery, overnight mail, or
courier. Claims are assigned a Julian date that corresponds to the date of receipt.
3. The mailroom sorts claims by claim type with attachments or without attachments. Sending claims
to the correct P.O. Box significantly speeds sorting time.
4. When a claim form is received for processing, specific form fields are reviewed and validated for
completion. If it is determined that the fields are completed incorrectly or blank, the claim form and
any attachments are returned to the provider, which prevents processing of the claim. The provider
should review the reasons the claim was returned, make the appropriate corrections, and then
resubmit the claim for processing consideration. Claims that are reviewed in the mailroom may be
returned for the reasons listed in Table 17.
Claim Submission and Processing Section 8: Claim Processing Overview
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Table 17 – Claims Returned to Provider
Return To Provider (RTP) Letter
Language Explanation
Invalid NPI, taxonomy and/or ZIP Code+4. For healthcare providers, the National Provider Identifier
(NPI) is required and the taxonomy code is optional.
Verify that the billing provider NPI is located in the
correct field and entered in the proper format. The correct
field for each claim form is as follows:
UB-04 Form field 56
CMS-1500 Form field 33a
ADA 2012 Form field 49
Indiana Health Coverage Programs (IHCP)
provider number is missing or invalid.
Provider numbers consist of nine numeric
characters and one alpha character,
indicating the service location code.
Atypical providers bill with the IHCP Provider ID.
UB-04 Form field 57C
CMS-1500 Form field 33b
Note: Qualifiers are:
1D = IHCP Provider ID
Or
ZZ = Taxonomy
ADA 2012 Form field 50
Medicare information not submitted in
field 22.
For crossover claims, the combined total of the Medicare
coinsurance or copayment and deductible must be
reported on the left side of field 22 under the heading
Resubmission Code on the CMS-1500 claim form. The
Medicare paid amount (actual dollars received from
Medicare) must be submitted on the right side of field 22
under the heading Original Ref. No.
Services were not submitted on an approved
claim form. Submit the request for payment
on the appropriate CMS-1500 version 02/12,
UB-04, or Dental Claim Form (ADA version
2012).
The IHCP accepts the UB-04 institutional claim form, the
CMS-1500 professional claim form, the ADA 2012 dental
claim form, the National Council for Prescription Drug
Programs IHCP Drug Claim Form, and the IHCP
Compounded Prescription Claim Form.
Provider must submit Medicare information
on the UB-04 claim form in field 54A.
Use field 54A of the UB-04 claim form to indicate the
Medicare paid amount. Do not include the Medicare-
allowed amount or contract adjustment amount in
field 54.
Continuous paper claims are not accepted. Only six detail lines are billable on a CMS-1500 claim
form. Only 10 detail lines are billable on an ADA 2012
form. Continuous paper claims are not accepted for dental
or professional claims. Each individual claim must have a
total.
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Policies and procedures as of July 1, 2019
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Return To Provider (RTP) Letter
Language Explanation
The maximum number of detail lines was
exceeded for this claim form. Submit
additional details on a separate claim form.
The total billed amount on each claim form
must equal the sum of the detail lines on
each individual claim form.
A limited number of detail lines is allowed on each claim
form:
The CMS-1500 claim form allows a maximum of six
detail lines.
The ADA 2012 claim form allows a maximum of 10
detail lines.
The UB-04 claim form allows a maximum of 66
detail lines (three-page continuation claim, with up
to 22 detail lines per page).
The UB-04 claim was submitted with a
missing or invalid Type of Bill. Correct the
Type of Bill field and resubmit claim.
The three-digit type-of-bill (TOB) code is required in
field 4 of the UB-04 claim form. The code must represent
an appropriate type of bill for the claim being submitted.
Valid TOB codes may be found on the NUBC website at
nubc.org.
The ACN number is not at the top of the
attachment(s).
The attachment control number (ACN) allows the IHCP
to match the attachment to the submitted claim and must
be written at the top of each page of the attachment.
Duplicate ACN was submitted for
attachment. Must resubmit a new claim.
Each claim submitted with attachments must have a
unique ACN.
The Attachment Cover Sheet has an invalid
provider number or is missing a member
identification number, or dates of service.
The Attachment Cover Sheet must be filled in completely.
Medicare Health Maintenance Organization
(HMO) Replacement Plan paper claim
completed incorrectly.
On crossover claims submitted to the IHCP, Medicare and
Medicare Replacement Plan payment information should
be indicated in field 22 of the CMS-1500 form and fields
39–41 of the UB-04 form.
For professional (medical) and outpatient crossover
claims, Medicare or Medicare Replacement Plan
information is also required at the detail level. The
TPL/Medicare Special Attachment Form must be used to
submit this information with the paper claim.
Denied line items must be submitted on separate claim
forms from paid line items. When submitting a claim for
Medicare or Medicare Replacement Plan denied detail
lines, the explanation of benefits (EOB) must be attached.
The ICD version indicator is missing from
the claim or the ICD version indicator is
invalid. A valid ICD indicator is “9” for
ICD-9 or “0” for ICD-10. Claims may not
be submitted without an ICD version
indicator.
Claims may not be submitted without an ICD version
indicator of 0 (for ICD-10) or 9 (for ICD-9). ICD-10
codes should be used on all claims submitted with dates
of service on or after October 1, 2015.
Note: Claims received without an NPI (or IHCP Provider ID, for atypical providers only), a
provider name, and return address cannot be processed and cannot be returned.
These claims are destroyed.
5. Claims are grouped together; for example, all CMS-1500 claims without attachments are sorted into
batches of 100 and transferred to the scanning area.
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6. All claims and attachments are scanned. During the scanning process, claims are assigned a specific
Claim ID based on the claim type, region code, and receipt date. Claim attachments receive the
same Claim ID as the claim.
7. Hard-copy batches are transferred to the data entry area, where the information is typed into the
CoreMMIS claim-processing system.
Note: Medical and dental batches are maintained in storage for 30 calendar days, and UB-
04 batches are maintained in storage for 60 calendar days for potential review by
claim examiners. After the storage limit has been reached, the hard-copy batches are
destroyed, because claims are stored electronically.
8. Claim data is stored in CoreMMIS.
9. The claim is processed. CoreMMIS claim processing has three possible results:
– All claim data complies with the correct format and IHCP policy rules and results in a paid
claim.
– Claim data does not comply with the correct format or IHCP policy rules and results in a denied
claim.
– A claim examiner must review a particular aspect of the claim because the claim is suspended.
For example, a sterilization procedure suspends a claim for review of the required sterilization
consent form. A claim examiner approves the claim for payment, if appropriate, and if the
correct information was sent with the claim. Otherwise, the claim is denied. Suspended claim
resolution is discussed in more detail in the Suspended Claim Resolution section of this
document.
Weekly, CoreMMIS generates an RA that contains the status of each processed claim:
The electronic RA in the 835 format contains paid and denied claims.
The Portal RA lists paid, denied, in process, on hold, and adjusted claims.
Adjusted claims show one time on the RA when they are paid or denied.
Remittance Advice information is presented in the Financial Transactions and Remittance Advice module.
Provider Healthcare Portal Claim Processing
A step-by-step review of claim processing for claims submitted via the Portal follows:
1. The provider enters claim data in the Portal according to the instructions in this module and the
online system Help features. The Portal conducts limited validity editing during the claim-entry
process to help ensure adherence to IHCP policies and procedures and national coding guidelines.
2. When the claim is submitted, the Portal automatically assigns it a Claim ID.
3. Data entered into the Portal is automatically transferred to CoreMMIS.
4. If the claim indicates that attachments are being sent by mail (rather than uploaded to the Portal):
– The U.S. Postal Service delivers attachments to the DXC mailroom by routine mail, special
delivery, overnight mail, or courier, or attachments can be hand delivered. Attachments are
assigned a Julian date that corresponds to the date of arrival in the mailroom.
– Staff members briefly review the attachments for completeness and accuracy of the number of
ACNs to the number of attachments. If errors are found, the cover sheets and attachments are
returned to the provider for correction and resubmission.
– Batches are transferred to the data entry area, and data entry analysts enter the ACNs into the
claim- processing system.
5. The claim and attachments are reviewed for accuracy, completeness, and validity before it is
approved, denied, or suspended/pended for additional review.
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6. The status of the claim is updated in the Portal. The status will show as “Finalized Denied,”
“Finalized Payment,” or “Pending in Process.”
7. Additional claim information, such as Remittance Advice, is updated in the Portal as it becomes
available.
837 Electronic Transaction Claim Processing
A step-by-step review of claim processing for claims submitted via 837 electronic transaction follows:
1. The trading partner creates claim data files according to the instructions in this document, the IHCP
Companion Guides, and the 837 Implementation Guides. The data is transmitted electronically to
DXC, using secure file transfer protocols and in accordance with the specifications of hardware and
software systems. An intermediary can also be involved in transmitting electronic claims.
2. DXC receives electronic claims from multiple transmission sources, 24 hours a day, 7 days a week.
When claims are received, the files are immediately sorted by claim type, such as 837I
(institutional), 837D (dental), or 837P (professional) electronic claims.
– Claims that do not pass HIPAA compliance standards are rejected during pre-cycle editing.
– A 999 Functional Acknowledgement response transaction reports on the acceptance or rejection
status of claims and is posted for trading partners to retrieve.
– A TA1 Interchange Acknowledgement is returned to the trading partner if the entire file fails due
to enveloping errors in the file.
– Claims that are rejected do not enter the CoreMMIS system and must be corrected and
resubmitted by the trading partner.
3. Accepted claims are transferred to CoreMMIS, a Claim ID is assigned, and pre-edit functions are
performed.
4. For electronic claims with paper attachments:
– The U.S. Postal Service delivers attachments to the DXC mailroom by routine mail, special
delivery, overnight mail, or courier, or attachments can be hand delivered. Attachments are
assigned a Julian date that corresponds to the date of arrival in the mailroom.
– Staff members briefly review the attachments for completeness and accuracy of the number of
ACNs to the number of attachments. If errors are found, the cover sheets and attachments are
returned to the provider for correction and resubmission.
– Batches are transferred to the data entry area, and data entry analysts enter the ACNs into the
claim-processing system.
5. CoreMMIS processes these claims.
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Section 9: Suspended Claim Resolution
Edits and audits are designed to monitor and enforce federal and state laws, regulations, and program
requirements.
During the claim-adjudication process, claims that fail an edit or audit do one of the following:
Systematically deny
Systematically cut back or reduce the number of units billed on the claim
Suspend
When a claim suspends, processing is suspended until the error causing the failure is reviewed, corrected,
or otherwise resolved.
The process of reviewing, correcting, and resolving claim errors is performed in multiple areas, including
the following: the Claims Resolution Unit and the Adjustment Unit at DXC, the medical policy department
of the prior authorization (PA) contractor, and the Family and Social Services Administration (FSSA)
Program Integrity team. The examiners in these organizations follow written guidelines in adjudicating
claims that fail defined edits or audits.
Suspended Claim Location
Claim data that fails edits and audits (suspend disposition) is routed to a suspense location within the claim-
processing system. Depending on the edit or audit that caused the failure, claims are routed to a specific
claim location that identifies the type of edit or audit failed. These location codes are assigned to specific
departments within DXC or the Indiana Health Coverage Programs (IHCP) PA contractor.
Adjustments that fail any edit or audit are routed to the DXC Adjustment Unit or the appropriate
medical policy department.
Medical policy edit and audit failures are routed to the medical policy department of the PA
contractor.
Prepayment provider review edits are routed to Prepayment Review (PPR) staff within the FSSA
Program Integrity team.
The remaining edit and audit failures are routed to the DXC Claims Resolution Unit.
Suspended Claim Processing
CoreMMIS distributes claims in suspense to the appropriate resolution examiner, distributing the oldest
suspended claim to the examiner first. This process ensures that older claims are processed first. Suspended
claims, along with the error codes and descriptions, are displayed to the examiners in a format similar to
the claim form. The screen provides examiners with a field to apply claim-processing transactions, claim
location for routing, or explanation of benefits (EOB) messages for claim denials. The screen allows
examiners to access various reference files necessary to effectively process suspended claims.
Claim Submission and Processing Section 9: Suspended Claim Resolution
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Examiners have the option of applying the following transactions when processing suspended claims,
depending on the edit or audit failure:
ADD/CHANGE – The examiners can correct typing errors. Examiners cannot change
reimbursement data except in the case of manual pricing.
FORCE/OVERRIDE – The edits and audits are overridden to force the claim to go through the
claim-processing cycle regardless of the presence of the overridden error.
DENY – The claim can be denied if called for by the edit or audit.
ROUTE – The claim may be routed to a different claim location.
RESUBMIT – The claim can be resubmitted. This action is applied if the claim failed an edit or
audit that was set in error and has since been corrected. When resubmitted, the claim goes through
the same processing procedures.
Suspended claims display all the error codes that caused the claims to suspend, up to a maximum of 20
error codes. The process follows:
1. The examiner clears all the error codes applicable to the claim location.
2. The claim is routed to the next applicable location if there are other errors that require correction.
3. The claim is resubmitted for processing and is again subjected to all the edits and audits.
Overrides applied to any errors are captured to prevent the claim from suspending again for the same error.
These overrides stay with the claim record history.
Suspended Claim Guidelines for Processing
DXC must adjudicate clean paper claims within 30 calendar days of receipt. Clean electronic claims must
be adjudicated within 21 calendar days of receipt. These guidelines apply to all claims, even those that
suspend for review. The exceptions to the guidelines are as follows:
Claims suspended for medical review
Claims submitted by a provider subject to prepayment review
Paper claims that are not adjudicated within 30 days and electronic claims that are not adjudicated within
21 days are subject to interest accrual, as described in IC 12-15-21-3(7)(A).
Electronic claims followed by attachments must contain the provider-assigned attachment control numbers
(ACNs) corresponding to the ACNs on the attachment cover sheet and the pages of each attachment to
match with the claim for review.
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Section 10: Crossover Claims
For members eligible for both Medicare and Medicaid (called dually eligible members), claims for which
Medicare or a Medicare Replacement Plan has previously made payment (including payments of zero due
to a deductible, coinsurance, or copayment), are called crossover claims. This section describes claim
submission and processing procedures for crossover claims.
More information about Medicare and Medicare Replacement Plan crossover claims is located in the
Third Party Liability module and the Coordination of Benefits section of this module. For information
about Medicare exhaust claims (billing the IHCP when a dually eligible member’s Medicare benefits are
exhausted prior to or during an inpatient stay), see the Inpatient Hospital Services module.
Reimbursement Methodology for Crossover Claims
The Indiana Health Coverage Programs (IHCP) reimburses covered services for Medicare and Medicare
Replacement Plan crossover claims only when the Medicaid-allowed amount exceeds the amount paid by
Medicare. When the Medicare-paid amount exceeds the Medicaid-allowed amount, claims are processed
with a paid claim status with a zero reimbursed amount.
If the Medicaid-allowed amount exceeds the Medicare-paid amount, the IHCP reimburses using the lesser
of the Medicare coinsurance or copayment plus deductibles, or the difference between the Medicaid-
allowed amount and the Medicare-paid amount. The reimbursement also reflects any other third-party
liability (TPL) payments and Medicaid waiver and patient liability amounts. The following formulas
represent how payment for crossover claims is calculated:
Institutional crossover claims:
(Medicare Deductible + Coinsurance or Copayment + Blood Deductible) – (TPL Payments +
Medicaid Waiver Liability + Patient Liability [Nursing Homes Only]) = Reimbursement Amount
Professional crossover claims:
(Medicare Deductible + Coinsurance or Copayment) – (Medicaid Waiver Liability +
TPL Payments) = Reimbursement Amount
Automatic Crossovers
Claims that meet certain criteria cross over automatically from Medicare and are reflected on the IHCP
Remittance Advice (RA) statement or 835 transaction. Wisconsin Physician Services (WPS) is the
contractor for Coordination of Benefits Agreement (COBA). The basic criteria follow:
Medicare makes a payment for the billed services.
WPS validates against the member file submitted by Indiana Medicaid and submits claims based on
the member information. WPS is set up as a trading partner and approved to transmit claims data to
DXC.
CoreMMIS has all Medicare codes on file. If the Medicaid allowed amount for the services billed
exceeds the Medicare paid amount for the services, Traditional Medicaid pays the lesser of the
coinsurance or copayment plus deductible amounts, or the difference between the Medicaid-allowed
amount and Medicare-paid amount.
There is no Traditional Medicaid filing time limit for paid crossover claims from Medicare or a
Medicare Replacement Plan.
Electronic crossover claims are received in batch 837 files from WPS.
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Claims That Do Not Cross Over Automatically
Medicare and Medicare Replacement Plan crossover claims that do not automatically cross over to
Medicaid from WPS must be submitted by the provider to DXC for adjudication. They can be submitted
electronically using the IHCP Provider Healthcare Portal (Portal) or the 837 transaction, or by mail using
the appropriate paper claim form. Payment information from Medicare and any other payer must be
included on the claim. For professional (medical) and outpatient crossover claims (IHCP claims where
Medicare or a Medicare Replacement Plan made payment, including payments of zero) submitted on paper
claim forms, providers must also include an IHCP TPL/Medicare Special Attachment Form for reporting
the primary insurer information at the detail level. For Portal claims and 837 transactions, this detail-level
Medicare information is submitted within the electronic claim itself. See the Coordination of Benefits
section for specific billing instructions and requirements.
Note: Ambulatory surgical centers (ASCs) that bill Medicare on a CMS-1500 claim form or
837P transaction must use an institutional claim (UB-04 or electronic equivalent) to
bill the IHCP if the claim does not cross over automatically. Similarly, long-term care
(LTC) facilities must use the institutional claim to submit Medicare charges for
parenteral and enteral services and therapies to the IHCP.
FQHCs and RHCs that bill Medicare on the UB-04 or 837I transaction must use a
professional claim (CMS-1500 or electronic equivalent) to bill the IHCP if the claim
does not cross over automatically.
If a provider does not receive the IHCP payment within 60 days of the Medicare payment and has no record
of the claim crossing over automatically, the claim should be submitted to the IHCP according to the
instructions in this section.
A claim may not automatically cross over for the following reasons:
The Medicare carrier or intermediary is not Wisconsin Physician Services or is not a carrier that has
a partnership agreement with DXC.
The IHCP provider file does not reflect the Medicare provider number. For all crossover claims, the
provider’s National Provider Identifier (NPI) must be on file with the IHCP. The Provider Enrollment
module provides additional information.
The provider is not a Medicare provider and does not accept assignment to bill the IHCP for dual
eligible members.
Medicare does not reimburse the claim. Medicare denies payment because the service is not covered
or does not meet the Medicare medical necessity criteria.
To ensure appropriate processing of crossover claims submitted directly to the IHCP, providers must not bill
Medicare denied services on the same claim with Medicare paid services. Providers must split the claim and
group all denied line items on one claim form or electronic claim transaction, and all paid line items on
another (as a crossover claim). When submitting the claim for Medicare or Medicare Replacement Plan
denied services, it is critical that providers attach a copy of the EOB or EOMB, as described in the
Medicare and Medicare Replacement Plan Denials section.
Note: The 180-day filing limit does not apply to crossover claims where Medicare or the
Medicare Replacement Plan made a payment (including zero-paid claims) and
Traditional Medicaid is paying the coinsurance and deductible amount. If Medicare
or a Medicare Replacement Plan denies the claim, the 180-day filing limit applies to
the Traditional Medicaid claim. See the Claim Filing Limits section for more
information.
Section 10: Crossover Claims Claim Submission and Processing
Library Reference Number: PROMOD00004 121
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
For crossover claims submitted by mail:
Send paper UB-04 claim forms, including attachments, to the following address for processing:
DXC – Institutional Crossover Claims
P.O. Box 7271
Indianapolis, IN 46207-7271
Send paper CMS-1500 claim forms, including attachments, to the following address for processing:
DXC – CMS-1500 Crossover Claims
P.O. Box 7267
Indianapolis, IN 46207-7267
For claims submitted electronically using an 837 transaction, attachments must be sent by mail according to
the instructions in the Mailing Paper Attachments for Electronic Claims section. If submitting claims via
the Portal, providers have the option to upload and submit the attachments electronically along with the
claim.
Using the UB-04 Claim Form to Submit Claims That Did Not Cross Over Automatically
The following billing instructions help ensure accurate processing of all UB-04 Medicare or Medicare
Replacement Plan crossover claims:
Use fields 39a–41d to identify information from the Medicare EOMB or Medicare Replacement
Plan EOB. These fields are required, if applicable. The following value codes must be used, along
with the appropriate dollar or unit amounts for each:
– Value code A1 – Medicare or Medicare Replacement Plan deductible amount
– Value code A2 – Medicare or Medicare Replacement Plan coinsurance or copayment amount
– Value code 06 – Medicare or Medicare Replacement Plan blood deductible amount
Use a value code of 80 to reflect IHCP-covered days.
Figure 75 – Example of Completing Value Codes Fields on the UB-04 Claim Form
In fields 50–54, use row A to reflect Medicare or Medicare Replacement Plan information only. Use
field 54A to indicate the Medicare or Medicare Replacement Plan paid amount, meaning the actual
dollars received from Medicare. Do not include the Medicare or Medicare Replacement Plan
allowed amount or contractual adjustment amount in field 54A.
– If the Medicare paid amount is greater than the billed amount, indicate the correct dollar values
in the fields. Then, in field 55C, reflect the estimated amount due as $0. This amount does not
have a negative impact on the payment of a crossover claim.
– If the Medicare paid amount (field 54A) is zero due to a claim denial by the primary insurer, the
Medicare EOMB or Medicare Replacement Plan EOB must be attached to the IHCP claim.
Claim Submission and Processing Section 10: Crossover Claims
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Policies and procedures as of July 1, 2019
Version: 4.0
Figure 76 – Example of Completing Fields 50A, 51A, and 54A on the UB-04 Claim Form
In fields 50–54, row B is reserved for commercial insurance carrier information. Use field 54B to
denote any commercial insurance carrier or third-party liability payment information.
Leave fields 55A and 55B blank. Use field 55C to reflect the amount calculated in the following
equation:
Total claim amount – (Medicare or Medicare Replacement Plan paid [54A] +
Medicare supplement or third-party liability [54B]) = Estimated Amount Due (55C)
– Automated spend-down outpatient hospital claims that span more than 1 month are credited to
spend-down based on individual dates of services, as reported on the detail lines of the claim.
Note: The amount in form field 55C is not necessarily equal to the coinsurance and
deductible amounts present on the EOMB, but is calculated using the correct data for
each of the fields.
Outpatient crossover claims also require Medicare payment information to be reported at the detail
level. Providers must submit the IHCP TPL/Medicare Special Attachment Form to supplement
information submitted on the paper claim form. Providers should include Medicare payment
amounts and any deductible, coinsurance, copayment, and blood deductible for each detail.
Instructions for completing the form, as well as the form itself, are available on the Forms page at
in.gov/medicaid/providers.
Figure 77 – Example of Completing Associated Fields on the IHCP TPL/Medicare Special Attachment Form
Using the CMS-1500 Claim Form to Submit Claims That Did Not Cross Over Automatically
For Medicare and Medicare Replacement Plan crossover claims submitted on the CMS-1500 claim form,
providers must adhere to the following instructions:
Enter the combined total of the Medicare coinsurance or copayment and deductible in the left side of
field 22, under the heading Resubmission Code.
Section 10: Crossover Claims Claim Submission and Processing
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Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Enter the Medicare paid amount, meaning the actual dollars received from Medicare or Medicare
Replacement Plan, in the right side of field 22, under the heading Original Ref. No.
– If the Medicare paid amount (field 22) is zero due to a denial by the primary insurer, providers
must attach the Medicare EOMB or Medicare Replacement Plan EOB to the IHCP claim.
Itemize the Medicare paid amounts for each detail, as well as the detail-level deductible,
coinsurance, copayment, and blood deductible, as applicable, on the IHCP TPL/Medicare Special
Attachment Form. Complete instructions for completing the IHCP TPL/Medicare Special
Attachment Form are on the Forms page at in.gov/medicaid/providers.
Figure 78 – Example for Completing Field 22 of the CMS-1500 Claim Form
Figure 79 – Example for Completing Associated Fields on the IHCP TPL/ Medicare Special Attachment Form
Using the Portal to Submit Claims That Did Not Cross Over Automatically
When submitting Medicare or Medicare Replacement Plan crossover claims for professional or institutional
services via the Portal, providers must include information regarding the payment amount, coinsurance or
copayment, and/or deductibles as follows:
1. During Step 1 of the claim submission process, select the Include Other Insurance box.
2. During Step 2 of the claim submission process, complete the following fields in the Other Insurance
Details panel (see Figure 80):
– In the Carrier Name field, enter “Medicare” or the name of the Medicare Replacement Plan.
– In the Carrier ID field, enter the appropriate Medicare or Medicare Replacement Plan
identification number.
– Complete the Policy Holder Last Name, First Name, Policy ID, and Relationship to Patient
fields.
– In the Claim Filing Code field, select the appropriate option:
16 – Health Maintenance Organization (HMO) Medicare Risk
MA – Medicare Part A
MB – Medicare Part B
– In the TPL/Medicare Paid Amount field, enter the paid amount for the entire claim.
Claim Submission and Processing Section 10: Crossover Claims
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Policies and procedures as of July 1, 2019
Version: 4.0
Figure 80 – Adding Other Insurance Details Panel
3. Click Add to append this carrier to the Other Insurance Details table.
4. Click the Medicare or Medicare Replacement Plan’s hyperlinked number in the # column of the
Other Insurance Details table.
5. Enter the Claim Adjustment Group Code, Reason Code, and Adjustment Amount information in the
Claim Adjustment Details panel (see Figure 81) and then click Add.
Figure 81 – Claim Adjustment Details Panel
Section 10: Crossover Claims Claim Submission and Processing
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Policies and procedures as of July 1, 2019
Version: 4.0
6. Click Save.
7. Continue completing the claim, including adding service details.
Note: For professional and outpatient crossover claims, follow steps 8–14 to add Medicare
and other TPL information at the service detail level.
8. After adding a service detail, click the hyperlinked number for that detail in the # column of the
Service Details table to access the Other Insurance for Service Details panel.
9. Select the Medicare or Medicare Replacement Plan (added in Step 2) from the Other Carrier drop-
down menu and complete the TPL/Medicare Paid Amount and Paid Date fields for the service
detail.
10. Click Add to save the other insurance information for that service detail.
11. Click the hyperlinked number for the service detail once again to access the Other Insurance for
Service Details table, and then click the hyperlinked number for the Medicare or Medicare
Replacement Plan carrier to access the Claim Adjustment Details panel.
12. In the Other Insurance for Service Details panel, click the hyperlinked number in the # column to
access the Claim Adjustment Details panel for that carrier.
13. Enter the Claim Adjustment Group Code, Reason Code, and Adjustment Amount information for
the service detail selected and then click Add.
14. Repeat steps 8–13 for all service details, and then click Save and proceed with the claim submission
process.
Note: If the Medicare paid amount entered in step 2 is zero due to a denial by the primary
carrier, the Medicare EOMB or Medicare Replacement Plan EOB must be attached.
Coordination of Benefits Denials for Crossover Claims
The following sections describe IHCP claim denials related to Medicare coordination of benefits (COB)
information.
Inpatient and Long-Term Care Crossover Claims
For Medicare and Medicare Replacement Plan inpatient and LTC crossover claims, providers must report
COB adjustment information at the header level. If no COB adjustment information is present on the claim,
the claim will be denied with EOB 2500 – This member is covered by Medicare Part A; therefore, you must
first file claims with Medicare.
Professional and Outpatient Crossover Claims
For Medicare and Medicare Replacement Plan professional and outpatient crossover claims, providers must
report COB adjustment information at the header and detail level. If no COB adjustment information is
present at the detail level, the claim will be denied with EOB 2502 – This member is covered by Medicare
Part B or Medicare D; therefore, you must first file claims with Medicare. If already submitted to Medicare,
please submit your EOMB.
Claim Submission and Processing Section 10: Crossover Claims
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Policies and procedures as of July 1, 2019
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Medicare-Denied Details on Crossover Claims
Medicare-denied details on crossover claims deny with EOB 593 – At least one detail submitted contains
Medicare COB data resulting in a review of all detail COB data. Please review to ensure COB data for
detail in question does not contain all zeros or is missing. This EOB posts when the calculated detail
allowed amount is equal to zero.
Medicare and Medicare Replacement Plan Denials
Note that Medicare-denied services are not crossover services. Medicare-denied services must be filed with
the IHCP on a separate claim form or electronic claim submission from Medicare-paid services.
If a claim has been denied by Medicare, the EOMB must be attached to the claim. If a claim has been
denied by a Medicare Replacement Plan, the Medicare Replacement Plan EOB must be attached to the
claim with “Medicare Replacement Plan” written on the top of the attachment.
For claims submitted via the Portal, the attachment may be uploaded and submitted electronically,
along with the claim. To submit the attachment by mail when the claim is sent electronically, see the
Mailing Paper Attachments for Electronic Claims section of this module.
Library Reference Number: PROMOD00004 127
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
Section 11: Claim Filing Limits
Providers must submit all claims for services rendered within 180 calendar days of the date of service. For
inpatient claims, the 180-day limit is based on the member’s date of discharge. See the Indiana
Administrative Code 405 IAC 1-1-3 for the complete rule narrative about filing limits.
Note: For claims with dates of service or dates of discharge on or before December 31, 2018,
the 1-year timely filing limit will continue to apply.
All claims must be filed, resubmitted, adjusted, or replaced using the regular submission methods and the
appropriate addresses. The IHCP Quick Reference Guide at in.gov/medicaid/providers contains the most
current claim filing addresses. As a rule, Written Correspondence staff, Customer Assistance
representatives, and Provider Relations field consultants do not file claims on a provider’s behalf. Claims
mailed to addresses other than those noted in the IHCP Quick Reference Guide will be returned to the
provider for filing through normal channels, unless otherwise instructed. Any resulting processing delays
could negatively affect compliance with timely filing limits.
In some instances, claims filed beyond the 180-day filing limit can be considered for reimbursement if the
proper supporting documentation is submitted with the claim. It is important to note that each claim stands
on its own merit, which means that each claim must have a set of supporting documentation attached.
Submitting multiple claims with only one set of documentation is not acceptable.
Timely Filing Limit Exceptions
This section presents exceptions to the 180-day timely filing limit.
When Timely Filing Limit Is Not Applicable
The 180-day timely filing limit is not applicable in the following circumstances:
Crossover claims – Medicare or Medicare Replacement Plan primary claims containing paid
services (including services that paid at zero, due to deductibles) are not subject to the 180-day timely
filing limit.
Note: If Medicare or a Medicare Replacement Plan denies a claim, the 180-day limit applies
to the Medicaid claim.
Overpayment adjustment requests – These requests are not subject to the 180-day timely filing
limit. Any overpayment identified by a provider must be returned to the Indiana Health Coverage
Programs (IHCP) regardless of the 180-day filing limit. The overpayment adjustment must be
submitted with an explanation attached to justify partial recoupment; otherwise the claim will be
processed and recouped in its entirety.
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When Timely Filing Limit Is Extended
The 180-day timely filing limit is extended in the following circumstances:
If a member’s eligibility is effective retroactively, the timely filing limit is extended to 180 days from
the date eligibility was established. Documentation must be submitted with the claim identifying
retroactive eligibility.
If prior authorization (PA) for a service is approved retroactively, the timely filing limit is extended
to 180 days from the date the PA was approved. A copy of the approved PA stating “retroactive prior
authorization” must be included as an attachment to the claim.
If an IHCP policy change is effective retroactively, the timely filing limit is extended to 180 days
from the date of publication of the policy change. A copy of the publication must be included as an
attachment to the claim.
For waiver providers, proof that a plan of care was issued late or copies of the review findings letter
from an audit must be submitted.
If third-party payer notification is delayed, the timely filing limit is extended to 180 days from the
date on the explanation of benefits (EOB) from a primary payer. A copy of the primary payer’s EOB
must be included as an attachment to the claim.
When Extenuating Circumstances Are Considered for Waiving the Timely Filing Limit
For the situations listed in this section, the Family and Social Services Administration (FSSA) will review
and determine if the documentation substantiates override of timely filing. These situations will be
considered on an individual basis. The 180-day timely filing limit will be waived if justification is provided
to substantiate the following circumstances:
Lack of timely filing is due to an error or action by DXC, OptumRx, the State, or county – The claim
must be submitted with documentation that clearly identifies the error or action that delayed proper
adjudication of the claim.
Reasonable and continuous unsuccessful attempts by the provider to receive payment from a third
party, such as Medicare or another insurance carrier – The claim must be submitted with
documentation that clearly identifies multiple filing attempts in a timely manner along with all
responses from the payer or third party.
Note: If a third-party payer fails to respond, the provider must indicate “No response after
90 Days” on an attachment. Detailed information for submission using the 90-Day
provision is located in the Third Party Liability module.
Reasonable and continuous unsuccessful attempts by the provider to resolve a claim problem – The
claim must be submitted with documentation that clearly identifies multiple filing attempts to correct
and resolve claim problems in a timely manner along with all responses. Resubmitting the claim
without any corrections does not constitute a filing attempt.
Section 11: Claim Filing Limits Claim Submission and Processing
Library Reference Number: PROMOD00004 129
Published: December 10, 2019
Policies and procedures as of July 1, 2019
Version: 4.0
How to Submit Claims for Filing Limit Waiver Requests
The following documents may be included in documentation showing that reasonable and continuous
attempts have been made to correct and resolve claim problems:
Remittance Advice (RA) statements
277 Claim Inquiry response transaction from the 276 Claim Inquiry transaction
Claim screen print from the IHCP Provider Healthcare Portal (Portal)
Answered inquiries (submitted via mail or Portal secure correspondence) from the Written
Correspondence Unit
Dated EOBs from third-party payers
IHCP-generated documentation of prior claim submission
Letters from the local county office
Letters from other insurance carriers
Returned PA requests; a chronological narrative is also helpful
Note: The timely filing limit cannot be waived without documentation; claims without the
acceptable documentation will automatically deny for timely filing. Provider-
generated notes or claims filing time lines are not acceptable documentation.
Paper attachments should follow these guidelines:
Legible and signed paper claims; photocopies acceptable
Required supporting documentation; photocopies acceptable
Documentation attached in chronological order; a chronological narrative is also helpful
Individual documentation trail attached to each claim
Correct address for claim attachments
Note: For providers using copies of claims for attachments: When sending copies of paper
claims as attachments, the provider must place a large X through the claim copy to
indicate to the processor that the claim copy is being used for filing-limit
documentation only.
Situations That Will Be Reviewed on an Individual Basis by the FSSA
The following circumstances will be reviewed on an individual basis by the FSSA to determine if good faith
efforts were made to prevent retroactive enrollment or submit claims in a timely manner:
A member who is not eligible for the IHCP sees a provider that is not an IHCP provider. If the
member is retroactively enrolled, the provider may also be retroactively enrolled and allowed to bill
for services rendered.
The provider is unaware that the patient was eligible for Medicaid at the time services were rendered.
The following conditions must be met:
– The provider’s records document that the patient refused or was physically unable to provide his
or her Medicaid number.
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– The provider can substantiate that reimbursement was continually pursued from the patient until
Medicaid eligibility was discovered.
– The provider billed the IHCP or otherwise contacted the IHCP in writing regarding the situation
within 60 days of the date Medicaid eligibility was discovered [see 405 IAC 1-1-3(c)].
A member receives a service by an out-of-state provider that was not enrolled with the IHCP at the
time services were rendered. Such situations will be reviewed on an individual basis by the FSSA to
ascertain if the provider made a good-faith effort to enroll and submit claims in a timely manner.
Filing Limits for Claim Resubmissions, Adjustments, and Requests for Administrative Review
If an initial claim is filed timely and is denied, the provider has the following options:
If a claim denial is due to a provider’s incorrect or inaccurate claim information, the provider may
resubmit the claim with corrections. For adjudication purposes, a denied claim that is resubmitted
with corrected information is considered to be an initial claim and, as such, is subject to the 180-day
timely filing limit. For adjudication purposes, a denied claim resubmitted without corrected
information is considered to be a duplicate claim and will continue to deny for the same reasons.
Resubmitted claims with no correction will be subject to the 180-day timely filing limit and will not
be accepted as “reasonable and continuous attempts to resolve a claim problem” for consideration to
waive or extend the timely filing limit.
If a claim denial is not due to a provider’s incorrect or inaccurate claim information, but the provider
disagrees with the denial, the provider may submit a written request for an administrative review
stating why the provider disagrees with the claim denial. The written request for administrative
review must be filed within 60 days of notification of the claim’s disposition. The date of notification
is considered to be the date on the RA.
If a line item on a claim is denied, that line item should be resubmitted separately, unless the claim details
are dependent of one another for payment. For example; all surgical services for the same member, same
date, and same provider must be submitted on one claim form and cannot be separately processed. To rebill
a surgical procedure, a claim adjustment must be requested.
If an initial claim is filed timely and is paid, including claims partially paid, or paid at zero, the provider
has the following options:
If a claim paid incorrectly due to the provider’s incorrect or inaccurate claim information, the
provider may submit a claim adjustment via paper or a claim void/replacement electronically with
corrections. The claim adjustment or claim void/replacement must be filed within 60 days of
notification of the claim’s disposition. The date of notification is considered to be the date on the RA.
If a claim payment disagreement is not due to a provider’s error, the provider may submit a written
request for administrative review stating why the provider disagrees with the claim payment amount.
The written request for administrative review must be filed within 60 days of notification of the
claim’s disposition. The date of notification is considered to be the date on the RA.
Denied claims are not eligible for adjustment or void and replacement processes. See previous section for
procedures for denied claims.
See the Claim Adjustments module and the Claim Administrative Review and Appeals module for detailed
information.